Power Automate – Sending email 3 days before a due date

  • Power Automate – Sending email 3 days before a due date

    Posted by John Heck on June 14, 2023 at 1:49 pm

    Hello, I have a list with a Due Date in it and I want to send an email when the due date is within 3 days of todays date. Every item in the list has a person assigned to it. An email should go out to each individual with a list of items that are due within 3 days of today that are assigned to that person. I am having an issue with getting all items that are due within 3 days of today.

    Has any one else tried this with success that can lend some ideas?

    Kind regards,
    John

    Pablo Moreno replied 11 months, 2 weeks ago 5 Members · 5 Replies
  • 5 Replies
  • Pablo Moreno

    Organizer
    June 14, 2023 at 2:12 pm
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    Hello John,

    can you create a new calculated column where ‘today() – 3’ to trigger the emails?

  • landon-jochim

    Member
    June 14, 2023 at 2:47 pm
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    Pablo’s idea wont work as a calculated column only calculates when an item is created/modified.

    I would recommend creating a scheduled workflow that runs daily. Add a step to Get Items from your SharePoint list with a filter query of DueDate eq addToTime(utcNow(),+3,’Day’,’yyyy-MM-dd’). This will give you only items where the DueDate is exactly 3 days from today. Then within an Apply to Each loop, send the email to each item’s person assigned

  • kevin-zollinger

    Member
    June 14, 2023 at 3:31 pm
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    I don’t have time to share a screen shot of working code, but this sounds like a great place to use an Odata filter on a SharePoint Get Items action. You would want to test your Due Date against utcNow() + 3 days and only select that record if the Due Date is less than that. That means you are only processing those records you need to touch and also that every record that makes it through the filter needs to be touched.

    Good luck!

  • Jonathan Hall

    Member
    June 14, 2023 at 4:08 pm
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    +1 for Landon’s suggestion. I have several Power Automate flows running daily that do just that. If your due date is a manually selected date it’s pretty straight forward with the ODATA filter on the Get Items query. It can be tricky if your due date is a calculated column, but it’s still possible.

  • Pablo Moreno

    Organizer
    June 15, 2023 at 5:53 am
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    Thank you @landonjochim for your contribution

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