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How to auto send daily reminders until task completion date?

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Posted on by caroltxy

Is there a way i could automate the reminder email base on the following rules:

keep send the reminder emails on daily basis (maybe 2-3 days in advance before due date: 30th of each month) until the recipient has completed task on certain link given.

eg: Due date suppose to be 30/9/2023. However, recipient only complete the task given on the link given on 31/9/2023 ( 1 day late)
Reminder emails should be started sent out on daily basis from 28/9/2023 -31/9/2023 (include 1 day late after due date). It would stop send out reminder email on 1/10/2023 onwards, given that task completed on 31/9/2023.

@microsoft

Thanks in advance for your guidance.

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Chriddle 8,436 Super User 2025 Season 2 on at

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Assuming, you store the tasks in Excel

The flow would look like this

Add a "Recurrence" trigger to run the flow every day

Get the tasks data with a "List rows" action.

"Filter array" to filter this data

createArray( addDays(item()['DueDate'], 1, 'yyyy-MM-dd'), formatDateTime(item()['DueDate'], 'yyyy-MM-dd'), addDays(item()['DueDate'], -1, 'yyyy-MM-dd'), addDays(item()['DueDate'], -2, 'yyyy-MM-dd') )
utcNow('yyyy-MM-dd')

and "Send an email" in an "Apply to each" loop:

To:

items('Apply_to_each')['Email']

Task name:

items('Apply_to_each')['Task']

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caroltxy 8 on at

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thanks @Chriddle. To further add on - How i could collect the responses from email recipients via few questionnaires and then store their responses into single excel worksheet? In other words, if a "NOT YET COMPLETED" response is received from email receipient, daily reminder emails would continue send out on daily basis until recipients answer "Yes, Completed on [dd-mm-yyyy]" One day.

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Chriddle 8,436 Super User 2025 Season 2 on at

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I would probably ask the team to mark their tasks as complete in the Excel 😉
Or even better: use a Sharepoint list instead of Excel. You can then include a link to the list entry in your reminder email.

The disadvantage of parsing emails is that the responder must follow the exact format so that you can retrieve the data automatically.

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caroltxy 8 on at

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hi @Chriddle @microsoft Truly appreciate of your feedback. Yes - i have changed my mind, request users to update details in Excel (assume to be stored in SharePoint), rather than send them a link in an email.

Let's me give you details about my current scenario & expectation:

base on the excel link below, let's assume it was now saved In SharePoint. All users are expected to update the necessary dates in Column J – L (excel attachment above - to be stored in SharePoint).

https://docs.google.com/spreadsheets/d/1MJ5T4vroPisyDfSAQ0kCAFfVz3nSndIr/edit?usp=sharing&ouid=105639232592416502396&rtpof=true&sd=true

Rule:
Each auto notification emails will sent out on daily basis, start from [Reminder date - Column B], until the End day when “Completion status” in Column M has tagged as “Completed”.
In other words, notification emails would kept sent out indefinitely, if “Completed” status forever not reflect in Column M.

Format of Auto notification emails:
Email header – refer from Column G
Email body message – refer from Column H*
Upload Object Attachment (if any) in email – refer to Column I
Who to email? – refer to Column D
Who to cc In email? – refer to Column F
Who is the sender email – refer to Column E

Note: For email body message ->
If the pending task hasn’t reach deadline (refer to column C), email body message would be “Hi Sir/ Madam, you have pending task awaiting for your action” (refer to Column H)

However, if the pending task exceeded deadline date (eg: 13/11/2023), the email body message to be sent on 14/11/2023 should be “You have 1 day overdue task. Kindly action from now”.
On 15/11/2023, the email body message “You have 2 days overdue task. Kindly action from now”.

On 16/11/2023, no more notification email to send out, as the task has eventually completed on that respective day.

Truly appreciate of your guidance on how to do it (steps by steps) from beginning to the end in Power Automate
(Sorry, i am totally new here)

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caroltxy 8 on at

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Wonder if anyone willing to guide?

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Chriddle 8,436 Super User 2025 Season 2 on at

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In general, yes.
However, I'm missing the specific question here.

You have listed the required actions, know how to calculate the data, and know when the flow needs to be triggered.

What else do you need to continue?

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