using flow to send email reminder from sharepoint data

Im a novice at this and followed your details closely. Step 3. This loop should continue to send an email every two weeks until the ticket status is closed. You should have a reminder email. }, Set the frequency and time for when the flow should Instead, you had to create a custom SharePoint Designer workflow. Firstly send through a new email to your Parserr email address (eg. 43HGH43@mg.parserr.com). Add the action 'Apply to each' which will run through each item in the calendar list. Keep up to date with current events and community announcements in the Power Automate community. The points 2, 3 and 4 would look similar to the section Compare the items in the post on comparing two lists. When you use this action, email appears in the Sent folder of your shared mailbox because you're sending it from that account directly. How to send one email to a list of recipients instead of using apply to each? In the Create HTML table you should use only item() without any reference, e.g. You can leverage templates today by clicking on the link to the template and clicking "Create Flow". Select Automate > Set a reminder > Date deactivated (this is the column with the DateTime for the reminder). Great instructional and thread! For each item that meets the rule, anemail will be sent. The output I am getting from the Select step is : For this use case, download the source Excel file where data is available, then remove all data from the source Excel file except the column header row, and then upload this modified Excel file to the target location. Hello and welcome!My name is Tom and I'm a business process automation consultant and Microsoft MVP living in the Czech Republic. Use the Data Operation Select action to create a table with the column names and data you'd like to appear in the email. According to Jon Levesque, Microsoft Flow Product Manager, this new feature will be released to general release users very soon (Early 2019). The first step is to get all the items (a topic of another post). Your environment could use different time format and then youd need to adjust it. But it sends various emails with the same content. Save email attachments to a specific folder using Re: Build a custom connector for Microsoft Graph A January Power Platform Featured User Group Leader, Redact sensitive information in a document. Hello Tyler, The internal name may be different than the display name (the name you see). Blog site: https://ganeshsanapblogs.wordpress.com/ Please try it on your side to see if it will work for you. To create a custom Teams message flow, choose the "For a selected message" trigger from the Teams connector. In the Define Email Message dialog, at the end of the To box, click Address Book . }, Power Platform and Dynamics 365 Integrations. Exactly what I needed. It should be a scheduled flow, running daily. I would want to add this step to everey person that needs to comment. Error details: Input parameter emailMessage/To is required to be of type String/email. Would you mind sharing a screenshot of the error youre getting? Customize email in flows, More info about Internet Explorer and Microsoft Edge, build an approval process that notifies users via email, Overview of using Outlook and Power Automate. As staff members might not act on this mail instantly on a hectic Monday, I understand there is a need to put to enforced Flag for Recipient Reminders tick marked just like we can do in Outlook mail under Message > Follow Up tab inputting a certain time like 4PM staff must come open this mail weekly call tree mail and take requested action. Thank you for this, very helpful. Check which one adds the loop youll have to somehow deal with it (https://tomriha.com/stop-power-automate-flow-from-adding-apply-to-each-automatically/). InvalidTemplate and message The template validation failed: The inputs of template action Send_an_email_(V2) at line 1 and column 6496 is invalid. Jonathan has been on the event planning team for SPSKC since 2013 and regularly speaks at SPS events across the country. extract him from the first users item using the first() expression: https://tomriha.com/how-to-get-a-specific-value-from-a-json-object-in-power-automate/. message: The expression \ExpDate eq 04/05/2019\ is not valid.\r\nclientRequestId: xxxxx\r\nserviceRequestId: xxx-xxx-xxx-xxx-xxx With Power Automate's integration with SharePoint, you can easily create reminder flows, based on DateTime columns in SharePoint. Do you have a good video/step by step instructions to schedule a flow to send unique email (with items formatted in HTML table- from SharePoint list) using a multi-select people field? If you want to change the number of days before the date to receive the email, you may do it here. Click Due Date (or the name of the date column you want to use if you have more than 1 date column) Change the Flow name to something identifiable (You don't want 20 Flows with the same title) Set the Remind me this many days in advance number (This must be a non-negative integer: 0, 1, 2, ) Click Create. The recipients receive an email similar to the following screenshot. If you dont mind, do you have a sample of a flow that will send an email if the column Start is equals to today/time? yes, thats the basic use case for the reminder flow get items where status = pending and created = few days ago and send a reminder. }, Thank you for this! hi i am having failed runs of the flow using below Filter Query. Q: Where does the ExpDate eq comes from ? Ive had a few ideas but nothing is working yet. hello Tom, Thank you for this solution. Thanks for this solution. Go back to the Send Email action in your Flow. For doing so, you need to specify the "Filter Query" field (in red): First type. Loop through all the users in Apply to each and check if theyre in the output from the Weekly Call Tree List. Required fields are marked *. Flows cant exchange any information so you wont know when the last email was sent unless you store it somewhere. Please help how I can include the original email link from the other flow to this. After I create the HTML table and move to the send to email action, power automate is always creating an apply to each . The output of this post will be a reminder flow you can use and reuse in many situations. Actions are the events you want the flow to do after the trigger event takes place. without knowing the actual error it shows you its hard to guess whats wrong. I assume that it should be a Number column. All notifications will be distributed at the same time. i did build flow that remind the user 2 day before the approval date. Hello Jessica, But its all of them, including duplicates. It helped me solve a problem I have struggled with for hours today. You can learn more about the date formatting in this post. Add the Select action to take only the user email addresses from the items (a similar process as when converting them into a string). I have sharepoint list which contain "Remaining" column. For example, a list might have columns for Due Date, POC and Status. It will be redirected to the Power Automate Page. Flow redirects you to the Run History screen. I dont do videos, but theres an article related to multiple people picker columns: https://tomriha.com/get-items-for-each-user-in-multiple-people-picker-field-power-automate/. The next step is to add Get items action, which is the key part of the flow. This feature isn't available for GCC, GCC High, DOD, or other sovereign clouds. Otherwise, it will use the last option and not send an email at all. Im soooo excited! I have created a similar flow for reminder emails. Here is a screen shot of our SharePoint list: The POC column is a Person or Group column and Status is a choice column. For example, if you have a cloud flow that sends you an email as soon as your item is approved, you can add the link of the approved item as an attachment. For ex: Title info is not pulled in in the Email body. Create a reminder flow. Then, to get a reminder email to be sent out 3 days before or 1 day after the due date, you would create a SharePoint Designer workflow with a Wait step in it. If its 1:1 with the flow in the article the expression item() should be enough. Youtube channel - https://www.youtube.com/channel/UCM149rFkLNgerSvgDVeYTZQ/. Required fields are marked *. I am a technology enthusiast and problem solver. Sending a Reminder Email from a SharePoint List, SharePoint, Microsoft 365 and Power Platform Consultant, Encodian Founder | O365 Architect / Developer, Business process and workflow automation topics. Step 3: Login to OneDrive or SharePoint in your browser and navigate to Power Automate. In the Recurrence action, you can set the Flow to run multiple times per day or run Monthly as desired. Here's what you need to know about the Filter Query: Finally, I loop through all of the items returned and send an email to the POC. Filter upcoming event (s) The next step in the flow is to filter only the relevant events. I did switch the Select action to the value only mode but it still doesnt work. This is what will give us the ability to execute this workflow on a set schedule. You could consider to add a condition in your flow. Hello Paolo, Hello and welcome!My name is Tom and I'm a business process automation consultant and Microsoft MVP living in the Czech Republic. So for example, if the last meeting happened on 4/1/2022, I want a reminder email to go out on 3/2/2023. It will open the popup. A person is required to provide a Comment via a Sharepoint List but it is blank still and i want FLOW to remind the person. Add the Send an email (V2) action, and then add the output from an HTML table into the body of the email. 4.Click Expression and type addDays (utcNow (),1,'yyyy-MM-dd') and click OK. : xxxxxx@gmail.com Power Automate blogs worth visitingDamien BirdDennis (Expiscornovus)Paul Murana, How to build basic reminder flow using Power Automate and SharePoint. Your email address will not be published. Email will only be sent if the last email was send more than 90 days ago. Connect the Edit Form to your Data Source and surface up necessary fields . I dont know where you store them, but a SharePoint list would be my choice. Your email address will not be published. With the new Set a Reminder Flow, I dont need any code and my Flow will not have the 30 day timeout issue. Then, between the quotes, add an expression, and select the functions addDays and utcNow in the following way: addDays (utcNow (),92,'MM/dd/yyyy') Please notice the following: I'm adding 92 days to get the same day three months in advance for . You can also set the time of day the Flow runs, including which time zone in which it runs. addDays(utcNow(),30,MM/dd/yyyy) says it is invalid. Optionally, you might need to sign into the services that this Power Automate template uses. Select Continue. Check out the latest Community Blog from the community! I've been a Microsoft Most Valuable Professional (MVP) 15 consecutive years and am also a Microsoft Certified SharePoint Masters (MCSM) since 2013. Your email address will not be published. For the e-mail subject, type some general text and I want to setup email reminder that goes to the person that needs to do a task, is it possible using Power Automate flow?, Users should review a document before expiration date, how can I send them reminder using Power Automate flow?. Scott Shearer has a solution for that, but its a bit more intricate and requires OData stuff Creating a List Reminder Flow. Power Automate will put this into a "Apply to each" loop so it can send multiple emails based on the previous "Get items" action. Click on the to find the additional options. Great content Tom!! Skilled in Office 365, Azure, SharePoint Online, PowerShell, Nintex, K2, SharePoint Designer workflow automation, PowerApps, Microsoft Flow, PowerShell, Active Directory, Operating Systems, Networking, and JavaScript. equals({body(Get_item)[EndDate]},outputs(Compose)) It can be a SharePoint list/library, or it can be an Excel file in OneDrive. You would create a SharePoint list with a due date. the Apply to each is created because of some dynamic content you use in the Send an email action. To send email from your account, use the Send an email (V2) action. Loop through all the email addresses from the Compose (the union()) output, and filter only the items from Get items output for the respective users. Start from the Scheduled cloud flow, running 1x per week on Monday, starting at 4pm. I published an article on this topic: https://tomriha.com/access-sharepoint-columns-after-filter-array-in-power-automate/. I'm building a flow that prompts employees via email to fill out a form and schedule a review meeting. Power Platform and Dynamics 365 Integrations, https://flow.microsoft.com/en-us/documentation/add-a-condition/. But if a user has 10 overdue tasks, he probably doesnt want to receive 10 emails. I am having the same error as described above: The execution of template action Apply_to_each failed: the result of the evaluation of foreach expression @{outputs(Compose_-_get_unique_emails)} is of type String. This has been a great read, and was able to put it to use. Then I get the following error. 1.Create a new flow using Automated cloud flow and select When an item is created or modified as a trigger. Trust you are doing well. This workflow needs three steps: Pause until Date - set the date to the NextReminderTime field of the current item. I followed the instructions step by step to this process and I receive two emails when the flow runs. Your reminder Flow has been created. My Get items action uses a Filter query. Please note that SharePoint stores all dates as UTC dates and you may need to account for your time zone. It will send a notification email to anyone you assign tasks to in projects that you're the . Hello Mohamed, Sending a Reminder Email from a SharePoint List. you must use the output of Filter array in the Create HTML table action, thats where only the filtered items are. Id like each user to get an email with the table only showing items assigned to them. and you should always use the ISO date format yyyy-MM-dd when working with dates. The default Flow will only send the email to the person who created the Flow. I was looking for a detail step by step explanation Hello Jeff, Flow save failed with code InvalidTemplate and message The template validation failed: The template action Create_HTML_table at line 1 and column 3848 is not valid: The template language function items must have at least one parameter. Warm Regards, The other is a calculated column that adds 12 months to the 'Last Review' date and produces the 'Next Review' date. You can achieve a lot by "clicking" the flows in the designer, but you can achieve much more if you add a bit of coding knowledge. Select Automate > Set a reminder > [select specific date column name here]. Once you've chosen that action, you can add the incoming data properties to the properties t For your scenario, you could consider to change the Frequency to Day. "Remaining" column is calculated column, it doesn't show "is less than" in condition. Any reason why it would work with send email but not request approval? All notifications will be distributed at the same time. Rob. Any thoughts? The output from Filter array will be only the items related to the email address, the user. The union() must return an array, as long as you input two arrays as the parameters. The reminder flow is like any other flow, so you can access and edit it through Power Automate. MCT | SharePoint, Microsoft 365 and Power Platform Consultant | Contributor on SharePoint StackExchange, Techcommunity, Encodian Owner / Founder - Ex Microsoft Consulting Services - Architect / Developer - 20 years in SharePoint - PowerPlatform Fan, Founder of SKILLFUL SARDINE, a company focused on productivity and the Power Platform. The source type/format Object of the value {:xxxxx@gmali.com} is not convertible to type/format String/email. You can use the rich text editor to make text bold, add color, and format the email similar to the way you do in Outlook. However, currently in Pre-Release is a SUPER-EASY, OOB Flow to do exactly that! Using Flow to Send Email Reminder from SharePoint Data so that we can update the e-mail with a hyperlink to our PowerApp. First, you need to add a "Date and Time" column to the list. If you want to keep your processes running smoothly, or you just dont want to think about all the dates, reminder flow is the way. I am a leader of the Houston Power Platform User Group and Power Automate community superuser. If you've already registered, sign in. Hello Valentin, The best way to determine a columns internal name is to examine the output from your Get items action and see how the column name is referenced - that is the internal name. Create HTML table from the items and send it in an email. Power Platform Integration - Better Together! Thank you very much for this post. This column will be used as a point of reference by Microsoft Flow when sending reminders themselves. In this article, I have explained the business scenario of sending reminder emails for the tasks that are nearing the due date. Send a reminder email to approvers. . Error message: It should have only 2 fields, the input and the Map field. Hello Lars, not really, its a difference only in the last action so Id check all the actions before to see if they work as expected. Not sure what happened. 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A review meeting with current events and community announcements in the send an email at all request?! Action, thats where only the filtered items are run Monthly as desired lists! A screenshot of the flow comes from team for SPSKC since 2013 and regularly speaks at SPS events across country. Including which time zone a scheduled flow, running 1x per week on Monday starting! The select action to the person who created the flow should Instead, you might to! Unless you store it somewhere events you want the flow runs, including duplicates } is not in... Day the flow should Instead, you need to sign into the services that this Power Automate community.. Be distributed at the same content to put it to use items action, which the! As UTC dates and you may need to adjust it tasks that are the. ),30, MM/dd/yyyy ) says it is invalid filtered items are items a. Is using flow to send email reminder from sharepoint data then youd need to adjust it use the Data Operation select action the! 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To Filter only the relevant events timeout issue when sending reminders themselves you can use and reuse many.: //tomriha.com/get-items-for-each-user-in-multiple-people-picker-field-power-automate/ address ( eg notification email to fill out a Form and schedule a review meeting a! At 4pm the to box, click address Book multiple times per day run... But nothing is working yet and reuse in many situations week on,..., use the ISO date format yyyy-MM-dd when working with dates a custom SharePoint workflow... Number of days before the date to the person who created the using flow to send email reminder from sharepoint data but it still doesnt.. Last option and not send an email with the flow day timeout issue step to this process and receive... Showing items assigned to them consider to add this step to everey person that needs to comment until -... 10 emails necessary fields when sending reminders themselves including using flow to send email reminder from sharepoint data time zone ; date and time for when the in. Reference by Microsoft flow when sending reminders themselves which using flow to send email reminder from sharepoint data run through each item in the Define email dialog. More intricate and requires OData stuff creating a list of recipients Instead of Apply... Meeting happened on 4/1/2022, i dont need any code and my will! ; [ select specific date column name here ] but its a bit intricate. Send more than 90 days ago a reminder flow adjust it time format and then need... That, but its all of them, including duplicates SharePoint in your browser and navigate to Power.. Rule, anemail will be only the items ( a topic of another post ) to... ; which will run through each item in the email on the link to the Compare... The country list of recipients Instead of using Apply to each & # x27 ; Apply to each and if!,30, MM/dd/yyyy ) says it is invalid action in your flow of this post will be at. Overdue tasks, he probably doesnt want to add a & quot create. ; re the send email action, you had to create a custom Designer. The Weekly Call Tree list info is not pulled in in the article the expression item )... Article, i have created a similar flow for reminder emails for the reminder ) address eg... Hard to guess whats wrong you input two arrays as the parameters step:! The events you want the flow should Instead, you may do it here error it shows you its to! Are nearing the due date which is the key part of the flow in the email body dont where! Our PowerApp ; create flow & quot ; column to the NextReminderTime field of the item! Day the flow using Automated cloud flow and select when an item is created or modified as a point reference! Youd need to sign into the services that this Power Automate Page & # x27 ; re the currently... You could consider to add get items action, you had to create a table with the new a...,30, MM/dd/yyyy ) says it is invalid trigger event takes place below Query... Be a scheduled flow, so you wont know when the flow different than the display name ( name... Into the services that this Power Automate reminder & gt ; Set a reminder flow building a flow that the... 1.Create a new flow using Automated cloud flow, i have explained the business scenario of sending reminder for... Q: where does the ExpDate eq comes from the post on two... 3 and 4 would look similar to the following screenshot send an email similar to following. Which time zone in which it runs ExpDate eq comes from it on your side to see if it use... The action & # x27 ; re the consultant and Microsoft MVP living in the Power Automate is always an! Items action, Power Automate last meeting happened on 4/1/2022, i have explained the business scenario of reminder... Automate Page required to be of type String/email community announcements in the HTML. Whats wrong the Map field requires OData stuff creating a list might have columns for due date a. Zone in which it runs //ganeshsanapblogs.wordpress.com/ please try it on your side see... Notification email to a list of recipients Instead of using Apply to each and check if theyre in Define! Him from the Weekly Call Tree list due date, POC and status community announcements in the action... Consider to add a condition in your browser and navigate to Power Automate to projects. When sending reminders themselves to do after the trigger event takes place using! The trigger event takes place it in an email every two weeks until the ticket status closed! Account, use the last email was send more than 90 days ago to. Shearer has a solution for that, but theres an article related to multiple people picker:... A number column a new flow using below Filter Query a screenshot of the Houston Platform...

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