Set up Flow to Send Email 3 days before Date Range

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Posted on 23 Jan 2023 18:19:24 by Aboisvert

Hello!

I am new to Microsoft365, and am hoping someone is able to assist me with how to create a Flow. I am creating an "On-Call Schedule", with Column A being the Technician, Column B with their Email Address and Column D with their "On-Call Start Date".

Spreadsheet Example

I'd like to set up a Flow so an email is automatically sent to the technician 3 days before their On-Call Start Date. Is this possible? and if so, any guidance on how to set this up is greatly appreciated!

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David_MA 12,032 Super User 2025 Season 2 on 23 Jan 2023 at 20:40:33

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Re: Set up Flow to Send Email 3 days before Date Range

Yes, this can be done. You will want to use a recurring flow that runs each day. In the Get items action you will use a filter query to get the items where the on-call start date is three days from the current date. This is an example of something I have done:
In the above my End_x0020_Date field would correspond to your On-Call Start date (you need to use the internal name of the field from your list). The first Output in the expression is from the first compose action and the second Output is from the second compose action.

This is the expression in Date Filter 1:
addDays(startOfDay(utcNow()),3)
And this is the expression in Date Filter 2:
addDays(startOfDay(utcNow()),4)
You need to use both gt and lt in the query filter because a time is actually stored in date fields even if you are not using time.

You will want to add a condition after your Get items action to ensure it found any for that day to avoid workflow errors:
The expression in the first part of the condition is, which tells you how many items were found matching the query:
length(outputs('Get_items')?['body/value'])

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