Hi
Flow saves and the test succeeds but the date in the flow states false but it should be true and an email should be sent. I am not sure why it is saying false?
Here is the list:
Here is the flow:
Here is the flow
Other people have provided me other ways to do this flow, but they have been complicated and still do not work for me no matter what I do. I would like a simple flow to send a email when the date in the list is todays date. I have seen a youtube of this exact flow and works but just will not for me!!
Cheers,
Renee
Accepted Solutions
Create a Dynamic Date
Please note: The Scope action is optional. Not required, but I use them in my flows to keep things organized.
Not sure when you plan to run this flow but it's always best to ensure that the time zone matches which is why I use the Convert time zone action.
For the Base Time field you need to insert an expression.
utcNow()
The utcNow() function will return the current date and time.
For the source time zone, select (UTC) Coordinated Universal Time. Select the appropriate destination time zone to match your time zone. In the Format String field, select Round-trip.
The next two actions we'll use to compose your dynamic date. This is the date we'll use to check against the 4 date columns in your SP list.
In the first compose action, insert the number of days to add or remove from today. If you want to remove days enter a negative number. In your case, you need to add days. So you will need to enter a 3 into the Compose action.
The next compose action will store the expression that will create the date that is 3 days from today.
'To do this you need to start with the addDays() function. Make sure you have the Expression tab selected.
There are three parts to this function. You'll be using dynamic content for the first two: original date and days to add/remove.
addDays([orginal date],[days to add/remove],[dateformat])
Switch to the Dynamic content tab. Make sure your cursor is in between the parentheses. Locate the Converted time dynamic content and select it to insert it into the expression.
Add a comma after the dynamic content and insert the outputs from the Compose action.
Add another comma and single quotes. In between the single quotes enter a date format. It can be any date format.
Confirm the output of your birthday column to check the format of the date. The output of my date column is as follows 'yyyy-MM-dd'.
By formatting today's date in a similar way MM-dd I used the Filter Array action to see if the date contains 08-10. I will enter MM-dd between the single quotes.
Press OK to add the expression to the Compose action. Note: My screenshot says Update since I already had the expression.
Run a test.
Check the outputs of your Dynamic Date Compose action. The date being displayed should match your expression, so since you are looking for a date 3 days from today, it should display 08-17.
Add a Filter Array Action
In your Filter Array action insert the value dynamic content from the Get Items action, in the first value field, insert the birthday dynamic content. My column name is Birthdate.
To Filter by One Date
Insert the Outputs from the Dynamic Date Compose Action.
To Filter by Two Dates
If you want to send an email a few days in advance AND on the day of the birthday. You need to use an expression.
You can start in the basic mode first by following the instructions above. Press the Edit in advanced mode button.
Copy the expression to your clipboard and paste it into a text editor. DO NOT try to edit in the advanced mode editor—use a text editor.
Switch back to basic mode. I created an additional Compose action to store Today's date. Follow the same instructions as I provided for using the addDays() function. Except you'll just replace the addDays() function with a formatDateTime() function.
The format of the date will need to be the same : 'MM-dd'
Replace the original Outputs dynamic content (from the Compose action with the date 3 days prior to the birthdate) with the Outputs dynamic content from the Compose action with today's date).
Switch back into the advanced mode. Copy and paste that expression into your text editor.
First, delete the second @ symbol. and put a comma between the two expressions.
Put your cursor after the first @ symbol, and wrap the entire expression in an or() function.
Copy this entire expression from the text editor back into the Filter Array action.
Add a Compose action to store the count of items returned from your Filter Array action. Use the length() function and insert the body outputs from the Filter Array action.
Add a Condition to check if any items are returned. I'm checking to see if the length of items returned is not equal to 0. If true, items have been returned.
Run a test.
In the YES branch, add an Apply to Each action. Use this action to loop through the Body outputs from the Filter Array action. By using a Filter Array action outputs, you are only looping through items that match your conditions (birthday is today) rather than looping through every item returned from the Get Items action.
Next, add a Compose action to compose the outputs from the Filter Array body. You will need an expression for this.
Take a look at the outputs from a previous flow run. The text you need for your expressions are in red between double quotes.
For example, I'm using a single text field for the first name and last name.
In my Compose action, I'll add an expression, each expression will start the same:
item()?['']
In the single quotes is where you will insert the red text. For the first name, the expression would look like this:
item()?['FirstName']
In my SP list, I'm using a column to store the users profile in a Person column. To access the email, the expression will look a bit different.
item()?['Profile']['Email']
I would recommend composing all the content you need for your email with Compose actions then running a test first. Before you move onto the next steps.
Tip: If your flow is sending a reminder # days prior to the birthday as well as on the actual day of the birthday, create a Compose action to store the employee's birthday.
formatDateTime(item()?['INSERT YOUR BIRTHDAY COLUMN INTERNAL NAME'],'MM-dd')
Checking for 3 Days Prior to and Today (optional)
Add a Condition to check if the day is equal to today if you'd like to use dynamic text in your email. Instead of creating two Send Email actions to send an email 3 Days prior and on the day of... you can use dynamic content instead to adjust the text in the email. This way, you only need to use ONE Send an Email action (rather than two).
If you are only checking for ONE date, you can move onto the Send an Email step.
First Value Field – Employee Birthday
Insert the outputs from the Compose action that is storing the Employee Birthdate. Since these actions are nested in the Apply to Each loop (which loops through each employee that has been filtered out by the Filter Array action), this Compose action will have the birthday of the current employee being looped through. The compose action is optional. If you choose not to use it, you'll need to format the birthday of the current Employee you are looping through so it matches the format: 'MM-dd'. Use a formatDateTime() function to wrap the birthday date of the employee.
Second Value Field – Today's Date
Since we'll be using a variable to store the dynamic text (3 days prior or Today) we are using the condition to set the text based on whether or not the employee's birthday is today. To compare the employee's birthday to today, you need to insert the output from the Compose action that is storing today's date into the second value field.
The condition reads:
If EMPLOYEE BIRTHDAY ('MM-dd') is equal to TODAY ('MM-dd').
Initialize & Set Variables
If you are using variables in your flow, you need to initialize a String Variable at the root level of the flow (near the top).
For clarification, the Condition action needs to be added inside the Apply to Each loop. Remember that the Apply to Each loop is looping through EACH employee returned from the Filter Array action.
In each of the Condition branches you need to set your string variable.
The condition reads:
If EMPLOYEE BIRTHDAY ('MM-dd') is equal to TODAY ('MM-dd').
- YES BRANCH
Set the text variable to Today. If the condition above is TRUE, then that means the employee's birthday is today. - NO BRANCH
Set the text variable to in 3 days*. If the condition above is FALSE, then that means the employee's birthday is in 3 days.
*Adjust this to suit your flow. If you're sending out a reminder 5 days, adjust the text accordingly.
You'll be using the variable in your email. For example: John Smith's Birthday is [variable goes here]. Whatever text you put in your variable will be displayed wherever you use it.
Compose Email Body
You can compose the body of your email in a Compose action this way you can run a test to see what it looks like before even adding the Send an Email (V2) action to your flow. Make sure to add action is outside of the Condition action but inside the Apply to Each loop.
Tip: Because my text variable is formatted in this way: 'Today' / 'in 3 Days' I need to convert that text to lower case to use in my email body.
Otherwise part of my email body will display like this:
John Smith's birthday is Today -- or -- John Smith's birthday is in 3 Days. The text case is incorrect when used in a sentence. This is okay for a subject line in an email... but not in the body of the email (as shown below).
I used a toLower() function to do this.
toLower([insert variable here])
Send an Email
Add a Send an email (V2) action after the Compose action. This action should be added inside the Apply to Each loop as you will be sending an email for each employee birthday that matches your criteria.
Customize the email to suit your needs.
Tip: Always add your own email address into the To field.
After you've run your tests and confirmed everything is working can you replace the email address with the outputs from the Compose action that are holding the Manager's Email address (or the actual recipient of the email).
This is why I prefer to use Compose actions. You will have already confirmed that the actual recipient is correct (if you tested with a Compose action before adding the Send Email action).
Once you've done your test, you can insert the outputs dynamic content into the Send an Email action.
Hope this helps!
| If I helped you solve your problem—please mark my post as a solution ✅. Consider giving me a 👍 if you liked my response! |
Use formatDateTime function with the 'yyyy-MM-dd' format on both sides of your condition
Create a Dynamic Date
Please note: The Scope action is optional. Not required, but I use them in my flows to keep things organized.
Not sure when you plan to run this flow but it's always best to ensure that the time zone matches which is why I use the Convert time zone action.
For the Base Time field you need to insert an expression.
utcNow()
The utcNow() function will return the current date and time.
For the source time zone, select (UTC) Coordinated Universal Time. Select the appropriate destination time zone to match your time zone. In the Format String field, select Round-trip.
The next two actions we'll use to compose your dynamic date. This is the date we'll use to check against the 4 date columns in your SP list.
In the first compose action, insert the number of days to add or remove from today. If you want to remove days enter a negative number. In your case, you need to add days. So you will need to enter a 3 into the Compose action.
The next compose action will store the expression that will create the date that is 3 days from today.
'To do this you need to start with the addDays() function. Make sure you have the Expression tab selected.
There are three parts to this function. You'll be using dynamic content for the first two: original date and days to add/remove.
addDays([orginal date],[days to add/remove],[dateformat])
Switch to the Dynamic content tab. Make sure your cursor is in between the parentheses. Locate the Converted time dynamic content and select it to insert it into the expression.
Add a comma after the dynamic content and insert the outputs from the Compose action.
Add another comma and single quotes. In between the single quotes enter a date format. It can be any date format.
Confirm the output of your birthday column to check the format of the date. The output of my date column is as follows 'yyyy-MM-dd'.
By formatting today's date in a similar way MM-dd I used the Filter Array action to see if the date contains 08-10. I will enter MM-dd between the single quotes.
Press OK to add the expression to the Compose action. Note: My screenshot says Update since I already had the expression.
Run a test.
Check the outputs of your Dynamic Date Compose action. The date being displayed should match your expression, so since you are looking for a date 3 days from today, it should display 08-17.
Add a Filter Array Action
In your Filter Array action insert the value dynamic content from the Get Items action, in the first value field, insert the birthday dynamic content. My column name is Birthdate.
To Filter by One Date
Insert the Outputs from the Dynamic Date Compose Action.
To Filter by Two Dates
If you want to send an email a few days in advance AND on the day of the birthday. You need to use an expression.
You can start in the basic mode first by following the instructions above. Press the Edit in advanced mode button.
Copy the expression to your clipboard and paste it into a text editor. DO NOT try to edit in the advanced mode editor—use a text editor.
Switch back to basic mode. I created an additional Compose action to store Today's date. Follow the same instructions as I provided for using the addDays() function. Except you'll just replace the addDays() function with a formatDateTime() function.
The format of the date will need to be the same : 'MM-dd'
Replace the original Outputs dynamic content (from the Compose action with the date 3 days prior to the birthdate) with the Outputs dynamic content from the Compose action with today's date).
Switch back into the advanced mode. Copy and paste that expression into your text editor.
First, delete the second @ symbol. and put a comma between the two expressions.
Put your cursor after the first @ symbol, and wrap the entire expression in an or() function.
Copy this entire expression from the text editor back into the Filter Array action.
Add a Compose action to store the count of items returned from your Filter Array action. Use the length() function and insert the body outputs from the Filter Array action.
Add a Condition to check if any items are returned. I'm checking to see if the length of items returned is not equal to 0. If true, items have been returned.
Run a test.
In the YES branch, add an Apply to Each action. Use this action to loop through the Body outputs from the Filter Array action. By using a Filter Array action outputs, you are only looping through items that match your conditions (birthday is today) rather than looping through every item returned from the Get Items action.
Next, add a Compose action to compose the outputs from the Filter Array body. You will need an expression for this.
Take a look at the outputs from a previous flow run. The text you need for your expressions are in red between double quotes.
For example, I'm using a single text field for the first name and last name.
In my Compose action, I'll add an expression, each expression will start the same:
item()?['']
In the single quotes is where you will insert the red text. For the first name, the expression would look like this:
item()?['FirstName']
In my SP list, I'm using a column to store the users profile in a Person column. To access the email, the expression will look a bit different.
item()?['Profile']['Email']
I would recommend composing all the content you need for your email with Compose actions then running a test first. Before you move onto the next steps.
Tip: If your flow is sending a reminder # days prior to the birthday as well as on the actual day of the birthday, create a Compose action to store the employee's birthday.
formatDateTime(item()?['INSERT YOUR BIRTHDAY COLUMN INTERNAL NAME'],'MM-dd')Checking for 3 Days Prior to and Today (optional)
Add a Condition to check if the day is equal to today if you'd like to use dynamic text in your email. Instead of creating two Send Email actions to send an email 3 Days prior and on the day of... you can use dynamic content instead to adjust the text in the email. This way, you only need to use ONE Send an Email action (rather than two).
If you are only checking for ONE date, you can move onto the Send an Email step.
First Value Field – Employee Birthday
Insert the outputs from the Compose action that is storing the Employee Birthdate. Since these actions are nested in the Apply to Each loop (which loops through each employee that has been filtered out by the Filter Array action), this Compose action will have the birthday of the current employee being looped through. The compose action is optional. If you choose not to use it, you'll need to format the birthday of the current Employee you are looping through so it matches the format: 'MM-dd'. Use a formatDateTime() function to wrap the birthday date of the employee.
Second Value Field – Today's Date
Since we'll be using a variable to store the dynamic text (3 days prior or Today) we are using the condition to set the text based on whether or not the employee's birthday is today. To compare the employee's birthday to today, you need to insert the output from the Compose action that is storing today's date into the second value field.
The condition reads:
If EMPLOYEE BIRTHDAY ('MM-dd') is equal to TODAY ('MM-dd').
Initialize & Set Variables
If you are using variables in your flow, you need to initialize a String Variable at the root level of the flow (near the top).
For clarification, the Condition action needs to be added inside the Apply to Each loop. Remember that the Apply to Each loop is looping through EACH employee returned from the Filter Array action.
In each of the Condition branches you need to set your string variable.
The condition reads:
If EMPLOYEE BIRTHDAY ('MM-dd') is equal to TODAY ('MM-dd').
- YES BRANCH
Set the text variable to Today. If the condition above is TRUE, then that means the employee's birthday is today. - NO BRANCH
Set the text variable to in 3 days*. If the condition above is FALSE, then that means the employee's birthday is in 3 days.
*Adjust this to suit your flow. If you're sending out a reminder 5 days, adjust the text accordingly.
You'll be using the variable in your email. For example: John Smith's Birthday is [variable goes here]. Whatever text you put in your variable will be displayed wherever you use it.
Compose Email Body
You can compose the body of your email in a Compose action this way you can run a test to see what it looks like before even adding the Send an Email (V2) action to your flow. Make sure to add action is outside of the Condition action but inside the Apply to Each loop.
Tip: Because my text variable is formatted in this way: 'Today' / 'in 3 Days' I need to convert that text to lower case to use in my email body.
Otherwise part of my email body will display like this:
John Smith's birthday is Today -- or -- John Smith's birthday is in 3 Days. The text case is incorrect when used in a sentence. This is okay for a subject line in an email... but not in the body of the email (as shown below).
I used a toLower() function to do this.
toLower([insert variable here])
Send an Email
Add a Send an email (V2) action after the Compose action. This action should be added inside the Apply to Each loop as you will be sending an email for each employee birthday that matches your criteria.
Customize the email to suit your needs.
Tip: Always add your own email address into the To field.
After you've run your tests and confirmed everything is working can you replace the email address with the outputs from the Compose action that are holding the Manager's Email address (or the actual recipient of the email).
This is why I prefer to use Compose actions. You will have already confirmed that the actual recipient is correct (if you tested with a Compose action before adding the Send Email action).
Once you've done your test, you can insert the outputs dynamic content into the Send an Email action.
Hope this helps!
| If I helped you solve your problem—please mark my post as a solution ✅. Consider giving me a 👍 if you liked my response! |
I've outlined the instructions below. This is what your flow should look like.
Details for each action are listed in my previous post.
Morning @creativeopinion I am following your steps.
Date is same format as yours
I am stuck at this step...
What is the formula for this expression please?
Cheers,
Renee
It's just the length() function. In between the parentheses you need to insert the body outputs from the Filter Array action.
The length() function will return the number of items from the Filter Array action.
Can you confirm if all of your items in your SharePoint list contain a birthday? In this screenshot of the Filter Array action, please scroll down to the Birthday column (look for red text that has Birthday). I'd like to see what the inputs are.
Also, can you confirm the what the outputs from the Compose - Today's Date Month and day action are? Please screenshot the outputs from your last flow run.
No, not all employees have a birthday date. The list is for birthdays as well as work anniversaries and for employees who do not want their birthday acknowledged, I have left it blank. I have left it blank as I don't want managers to be emailed via this workflow to ask them to email a birthday wish to their team member. Is there another way around this?
Here you go:
Cheers,
Renee
Yes you need to add a Filter Query to the Get Items action to filter out items that do not contain a birthday. When possible it's always best practice to use the filter query in the Get Items action to reduce the number of items being returned.
Important: Replace Birthdate with the internal column name of your birthday column.
To find the internal column name of your column, you need to go to your list settings and click on the column name. Watch this portion of my most recent YT Tutorial for instructions on how to do this.
woo hoo, thanks, we have success:
Now do I add send email action? do I use compose in the email?
Cheers,
Renee
As mentioned before. Compose actions are optional. However, I prefer to use them to help with troubleshooting. In your case it can be good to keep them in your flow to confirm all the values you plan to use in your Email. Such as the Manager's name, and email address. Where are you getting that information from? Are you using a Person column in your list for that?
You can now add the Send an email (V2) action. However, as you are still testing I would recommend you send the emails to yourself first. Whenever I am building a flow with a Send an email (V2) or a Teams post, I ALWAYS send to myself to confirm that everything is looking the way I want it to look. I also like to add ***Automated Email*** to all emails being sent with a flow.
I usually indicate where the email will be sent in the first line of the email with the dynamic content that contains the email address. This way I can confirm who it will go to when I switch out my email address with the appropriate dynamic content.
Insert your dynamic content throughout the email. If you want to only include First names you will need to split the full name (unless you are storing the first name in a separate column).
Hope this helps!
Thanks @creativeopinion . yes I have person columns in my list.
What I wanted the flow to do is email the manager (grabbing the email from the person column in the list) to advise them that they have a team members birthday and to email them birthday wishes.
Following your instructions, I have added Manager email, but when I try to get the Manager name expression is invalid
@RezzaB
You need to make a slight adjustment to you flow. I've updated the post that has all the instructions with additional instructions and screenshots.
In your case, you will need to delete the Compose action that was storing today's date.
You can drag your action into the Scope action (if you choose to use it) or just add the additional Compose actions that I have instructed you to add to your flow.
The way I've built the expression using the Compose action makes it easy for you to adjust the number of days for the notification should you wa
Please make sure to refer to the original post with instructions.
Helpful resources
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