Creating Reminder emails in Power Automate for multiple users

[vinayarajt]

Hi,

I am working on creating a contract reminder flow in Power Automate. The contract data is coming into a SharePoint list from Power Apps. The Power Apps consist of a contract end date and a due date filed for calculating the reminder dates for 3 different SDM's which is added into the SharePoint list date columns. The reminder due dates are different for the 3 SDM's. 

I need help in creating the reminder flow for SDM's based on the dates added in the SharePoint list.

Thanks

Vinay

[Shuvam-rpa]

@vinayarajt could you show as the structure of your sharepoint list?

[David-]

Start small and set the flow up for just one of the SDMs. After your trigger, you can add a Get Items action and use a filter query that meets the due date requirement for the SDM. For example, I have a flow where I filter on the Notice Date. Be sure you are using the real name of the field and not the display name. You can get the real field name by going to list settings and clicking on the field; the real field name is shown at the end of the URL after &Field=. My filter:

NoticeDate eq '[Expression]'

With the expression being: addDays(utcNow(),-40,'yyyy-MM-dd')

Just adjust the offset in days to what you need. You can then use the select and create HTML table actions to choose the columns you need to e-mail the SDM. This article will show you how to do that: Power Automate: Format HTML tables while sending them within a mail - TechNet Articles - United Stat...

You can then duplicate the steps for your other SDMs or copy the workflow and modify it as needed for the other SDMs.

[vinayarajt]

@Shuvam-rpa @David- There are 2 SharePoint list.

1) The 1st list is the data source for Power Apps which has details about how many day's before the due date should the reminder emails be sent to the SDM's based on the reminder type selected. Once the due date is entered in the Power apps, the formula will auto populate the reminder dates for each of the SDM's. 

2) The 2nd list is where the contract data and the reminder dates are sent. The reminder dates will change for all the SDM's based on the reminder type selected in the Power App. 

[Shuvam-rpa]

@vinayarajt it can be achieve using schedule flow , where your flow runs daily and check and filter items based on the due date, if any due item found you can send reminder, else if not then terminate the flow.

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[David- · Accepted solution]

My solution uses a document library with metadata, but that should not matter too much. This is what the library looks like.

What specifically did you want to know about how it is set up? My solution sends a notification to the team listed under department based on the notice date, which is a lookup to a second list that contains the names of the people to notify. I am sure you can do something similar and store the offset date in it similar to how I store the contacts. I don't need to do any offset, as my solution sends it on the date. 

[vinayarajt]

@David- @Shuvam-rpa thank you for the responses. I will go forward with a similar approach for my solution as well.

[Shuvam-rpa]

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!

[vinayarajt]

@David- while trying your solution the issue is my SDM's are coming from an AD group so they would be dynamically selected from Power Apps.  Also the SDM is picked based on the Reminder Type selected from the dropdown in the form.