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Power Automate - Building Flows
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How to send approval reminder email, based on date in Sharepoint, after 7 days, after 14 days etc.

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Posted on by 33

Hello,

For background: I have a Sharepoint library with a number of files (processes). Each file needs to be approved from time to time, which is triggered by a change of 'Status' value in a custom column to 'Pending'. That kicks off a separate Approval Flow (not pictured), which should result in one of two statuses: 'Approved' or 'Rejected'.

I now want to make a separate Flow, which will chase each Process Owner who doesn't react to approval request. In each instance an email and flow bot message will be sent. Specifically:

  • 1 week after initial approval request - send chaser 1
  • 2 weeks after initial approval request - send chaser 2
  • After that send chasers daily, only on work days (Mon-Fri), 10 times = for further 2 weeks
  • After that send a different escalation email to my manager telling them that a process has been outstanding for 1 month
  • Obviously, stop if process is approved/rejected in the meantime.

My Sharepoint library is here       and        my workflow so far is here.

 

I have taken the approach of creating a flow triggered by reccurence, daily, Mon-Fri. It should then filter the files down to only those in 'Pending' status and then for each of those files calculate the date 7 days ago, compare to 'Pending Status Date' column and if the date is the same, send a a separate reminder to each process owner for each file.

I have problems with:

  • Using the time actions. I need it to be counting in days, not in 'time' which includes hours and minutes. E.g. If process was set to 'Pending'at 9:00 a.m. 7 days ago, and the flow is running at 13:00 p.m. it should recognise that 7 days have passed and a reminder is needed. However, I can use 'equal or more than' because then the same condition will be met on day 8, day 9, day 10 etc. 
  • Getting it to only send 1 reminder at day 7; 1 reminder at day 14; 1 reminder at day 15 etc. I was thinking perhaps build multiple flows with different number of days intervals and having an end point on each flow after reminder is sent?
  • Getting it to send 1 separate reminder to each of the process owner. My flow at the moment only works once and then ignores all the remaining files.

Any help would be greatly appreciated!

  • Community Power Platform Member Profile Picture
    on at
    Re: How to send approval reminder email, based on date in Sharepoint, after 7 days, after 14 days etc.

    They are separate entities. 

  • Community Power Platform Member Profile Picture
    on at
    Re: How to send approval reminder email, based on date in Sharepoint, after 7 days, after 14 days etc.

    So I basically did what you are referring to. I have multiple columns with different dates representing Quarters. My issue is that when the flow kicks off, it sends the approvals out 1 at a time. THere could be 10 approvals that need to go out, because 10 line items in my list have dates that match but they go out 1 by 1 based off of the previous getting a response. My issue is what if a person who owns their line item misses their notification? I need for all approvals to go out at the same time. 

     

  • Mark-Shenouda Profile Picture
    Microsoft Employee on at
    Re: How to send approval reminder email, based on date in Sharepoint, after 7 days, after 14 days etc.

    Hi @Agnes1 
    Hope you are well, 
    I recommend instead of doing multiple reccurence flows , you can create only one and create 3 extra columns in the SP list (i.e. 7Days Reminder , 14Days Reminder , etc ... )
    When the flow runs and calculates the time , it will update the field after sending the notification 
    for example ,
    Flow starts , calculates the time 
    If time is equal or greater than 7 days and less than 14 
    Send notification and update the field 7Days Reminder to true 
    and so on .....
    Please let me know if this helps your implementation 
    Best Regards

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