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Flow reminder email for 7 days before due date based on 2 items in a SP list column

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Posted on by kr6955

Hello Experts

I am desperately trying to complete a list of Flows that have been assigned to me - I am the only person that has even attempted Flows.

I have a SP list with a column with varying projects. I need a flow that will email specific users based on only 2 of the projects in the column. For example: the column is called Tasks Assigned and there is, Task 001, Task 002 ... I only need Task 18 and Task 34.

I have tried a few of the online examples that are similar but am missing the expression or something that actually filters the column and only looks at the 2 that I need. I tried using the ODATA and a Get Items but neither have worked.

Has anyone seen this type of Flow? Any input/help is appreciated.

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Building flows

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Ed Gonzales 4,531 Most Valuable Professional on at

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@kr6955

Hey there. The ODATA bit should have worked, what did your filter look like? Another option might be a 'filter array'.

Keep us posted.

-Ed-

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kr6955 15 on at

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Hello
I have tried a multitude of combinations and now just trying to get it to work with one

Task Assigned eq 'Task 18' and 'Task 34'
"Task Assigned eq 'Task 18' and 'Task 34'"
Task assigned eq 'Task 18' (I figured if I could get at least 1 parameter to work - I could learn what to use for adding the other. No joy.)

I have tried quite a few. Some see easy enough but I am obviously not understanding. It seemed easy enough but in reality, it is quite complex. I only thought it would be easy. I figured the hard part would be with trying to put the information in a table in the email. I have not progressed far enough to start the table thoughts.

Thanks for responding.

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Ed Gonzales 4,531 Most Valuable Professional on at

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@kr6955 - Ah, I think it's the space in the field name. SharePoint reacts weird to those sometimes. Checking now, will update shortly.

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Ed Gonzales 4,531 Most Valuable Professional on at

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@kr6955

Yep, remove the space. I tried - TaskNumber eq 'Task 34' and it worked even though the field is labeled Task Number.

It used to be that you had to do something like Task_x0020x_Number, but I guess they 'fixed' that. 🙂

Keep us posted.

-Ed

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Jcook 7,783 Most Valuable Professional on at

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Hello @kr6955 ,

I did something similar, although it was with CDS. What I ended up doing was adding a extra column to specify if that task is getting reminder emails sent. My solution / flow was setup to look for either a day before, 3 days before, a week before, and 2 weeks before.
Than I was able to filter on that column to bring up multiple tasks.

Hope this helps at all

--Josh

If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hey @kr6955

Adding to @edgonzales response, it actually depends on the internal name of the sharepoint column. You can take a try without the space and check if it works. Now coming to checking for more than one field values, this is how you have to write the query:

TaskNumber eq 'Task 34' and TaskNumber eq 'Task 35'

Note that this works in SP but might not work while getting rows from SQL or excel (every connector has a bit different syntax for the ODATA queries)

Hope this Helps!

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kr6955 15 on at

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Thank you all for your help. I will give that a try this morning and report back. I have a laundry list of Flows and maybe that will fix things and I can actually get something to work.

I have a meeting and will work on in about an hour.

Thanks, Kim

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kr6955 15 on at

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UPDATE: I found the field internal name and now just need to figure out how to get the listing to appear in the mail.
I am close - THANKS TO EACH OF YOU. I will update again tomorrow (Wednesday)
Sorry for the delay in responding. I had deadlines. This ask is a multiple ask that I think can be done but it is beyond me, at this time.

I have the fow for the email for 7 days because the list has an option available on the due date column.
I have changed all the column names and now have a best practice to use an underscore for multiple names.
I thought I could update the Flow to include the criteria for the specific column. It does not work. Below is what I have for the function that was part of the automated Flow for 7 days.
concat(concat('Contractual_x0020_Due_x0020_Date',' ge ', '''',outputs('Today_+_x_days')),'''',' and ', concat('Contractual_x0020_Due_x0020_Date',' lt ','''', outputs('x_Days_+_1'),''''))
I thought I could just add the statement below,
and Task_Assigned eq 'Task0018'

That did not work. I have been reading and think maybe I need the column internal name - but I can't locate it. All instructions and videos say to use edit and there is no option to edit for the column that has my information. So now, I am reading again to determine why this column does not give me an option to edit. I inherited the list.

to recap:
I can do the reminder for 7 days because it exists.
The existing email reminder will need to be modified since it currently says it will come to me and I need the email to let me add the intended person.
~~I cannot get the Task Assigned eg 'Task_0018' to work ( also tried with double quotes and even a parenthesis)~~
~~I am looking for another name for the column (so far, no luck~~
This is taking longer than the time it takes me to send all the work and dates manually.

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kr6955 15 on at

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This is on my list for tonight. I worked on it all weekend and just could not figure out how to get the email to go to someone other than myself. I have taken a multitude of Microsoft classes and read the notes and really hope to get it done tonight, especially since I have the exact same request for 3 days and then day of.

I will report back.

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