Task List Reminder Workflow

[Anonymous]

Greetings!
I want to build a workflow but I cannot wrap my head around it. Hope the Power Automate community can help out!

Background: I have a task list that gets populated automatically after an approval workflow. The Task List has below columns:

1. Unique Code which is there for all the tasks belonging to one request. Example: one request can have 15 tasks.
2. Task Holder name
3. Target Implementation Date
4. Status

Requirement:

I want to send out a reminder email 5 business days before Target implementation date to the task holders whose status for there task is incomplete. 

But, there will be criteria wherein Reminder email should contain tasks for that particular Unique Code only. 
example: 3 email go for 

1. Unique code abc1 with task name and task holder

2. unique code abv2 with task name and task holder

3. unique code abvs3 with task name and task holder

Thanks in advance. 

[Gristy]

Go to the list.

Click Automate

Click Remind me

Then setup the flow and specify the amount of days. This will give you basically what you need, it sounds like you need to do this 3x and for each one edit the odata query to add the extra filter you are after.

[Anonymous]

@Gristy I have a couple of questions actually.

1. How do I calculate the condition to check 5 business days before my Task implementation date column?
2. How do I generate a specific email to a specific unique code? One Email should consist of one unique code task only not all.

[v-alzhan-msft]

Hi @Anonymous ,

What is the email of the Task Holder?

Could you please share an example of the email?

I suggest that you should share the screenshot of the excel table with the rows so we could better understand you and provide the proper workaround.

Best Regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

@v-alzhan-msft So my data source is a SharePoint list.
Please find the image as below of the list schema

Now, I want to send an email 5 business days prior to the Task Implementation date to all the task holders who have task status as Assigned. 
But, I want to email for each Title column separately that contains a unique code.
So, if the list contains 100 tasks related to 3 unique code. 
Then, there should be one email for every 3 unique codes. 
The email should contain 
Task column along with task holder name and Task status. if an email is being sent out for UniqueCode1231 as in the snip above it should contain tasks related to only that unique code in the email and task status should be assigned and the email should be sent out 5 business days prior to target implementation date in the above image.

I hope I am making sense now, please do tell me if you need more information.

[v-alzhan-msft]

Hi @Anonymous ,

I suggest that you explain how many emails would be sent, is it 3 emails? and each email for a UniqueCode1231?

Best Regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

@v-alzhan-msft that is correct, it would be 3 emails, for each unique code.

[v-alzhan-msft]

Hi @Anonymous ，

Your requirement is too complex since you need to check the unique code?

Does each unique code would only has one task holder, or does the each unique code would has multiple task holder and they would all receive the email for the unique cold?

I have made a test on my side, you could take a try to refer to screenshot below to create the flow:

Expression：

formatDatetime(addDays(utcNow(),5),'yyyy-MM-dd')

union(Array(items('Apply_to_each')?['Title']),variables('Unique code Array'))

item()?['Title']

items('Apply_to_each_3')?['TaskHolder']?['Email']

Note： the Task Holder column is a person type column.

The Task Status column is a choice type column.

Best Regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

@v-alzhan-msft I would be having multiple task records per one Unique code. 
Based upon your test, will it send a single email for all incomplete tasks to all the task holders at once or separate emails to task holders for their specific tasks?

[v-alzhan-msft]

Hi @Anonymous ,

The provided solution is for each unique code, if you want to send the email for each unique task holder, that should be different flow.

Best Regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

@v-alzhan-msft I tried the below solution that you suggested, however, my flows keep failing on one stage. Please find the screenshot below for the failure message.

any suggestions??

[v-alzhan-msft]

Hi @Anonymous ,

Please take a try to replace the Append to array variable action with the set variable action.

Best Regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

@v-alzhan-msft I have made the change and the workflow runs fine but the problem is even though it picks out the unique code it does not get anything in the body. It is not able to match the unique code in the current item in apply to each 2 with the code item()?['Title'].
thus it does not return any value in the output. 
Any suggestions?

[Anonymous]

@v-alzhan-msft any suggestions on the last reply? Really close to finding the solution. would really appreciate it if you could provide some help.