you want to get a reminder when a contract has to be re-negotiated,
an important event needs to be remembered or a subscription
needs to be renewed. All such reminders can be automated
through Microsoft Flow.
In this tutorial in the Office 365 from Scratch series,
Peter Kalmström, CEO and Systems Designer of kalmstrom.com
Business Solutions, shows how a flow can give reminders
of events that are created in a SharePoint calendar. Peter
has created a calendar list, “Meetings”, and created four
events which he will be using in the demo.
A `recurrence’ trigger will be responsible for initiating
and repeating the process of sending a reminder at a given
time, but at first Peter uses another trigger that is easier
to test: `SharePoint – When a file is created’. Thus, the
flow will first be triggered when a new file is created
in a SharePoint library. The further steps of the flow will
be the same as in the final reminder flow, and when Peter
has tested the flow he will change the trigger.
As the calendar list still has the classic interface, Peter
cannot start creating the flow from there. To reach the
Flow command, he instead has to start from a list that has
the new experience interface.
Steps to create a Reminder flow:
At https://flow.microsoft.com/, click on 'Create from
As we are going to use SharePoint, select the SharePoint
action 'SharePoint – When a file is created'.
Select the SharePoint site URL in the field 'Site
URL' and the SharePoint library under the field 'Folder
Select 'New step' and then 'New action'.
Select the SharePoint action 'SharePoint – Get items',
which will get all the items from the SharePoint calendar.
Select the website URL in the field 'Site Url' and
the calendar list in the field 'List name'. If you can’t
see your list in the dropdown items, enter the name
of the list manually under 'Enter custom value'.
Select 'New step' and then 'More' to select 'Add
an apply to each' which will run at each item in the
Insert the parameter 'value'.
To discern the items that have the appropriate date,
click on 'Add a condition'.
Click at 'Edit in advanced mode' and enter the condition
'@equals(substring(item()?['EventDate'], 0, 10),utcnow('yyyy-MM-dd'))'.
Here 'item()' refers to the current item of the list
and '[‘EventDate’]' is the column that should be checked.
The condition will be true for “Today’s Date”.
To send an email when the condition is true, click
on 'Add an action' under 'IF YES'.
Select 'Office 365 - Send an email'.
In the 'To' field, enter the user who will get a
reminder email when the condition comes true. .
For the email subject, type 'Meeting reminder' and
append the title of the event.
Insert the email body text. You can make it dynamic
by using the available parameters of the flow.
Rename 'Apply to each' to 'Send emails' to be more
Rename 'Condition' to 'Check if item date event
Rename the Flow to 'Send meeting reminders'.
Click on 'Create flow'.
Click on 'Done' to finalize the flow.
Click on 'Manage' to manage flows created by you.
To test the Flow, create a new file in the library
specified in the flow trigger. Make sure that an email
is sent to the person specified in the flow and that
it contains the information specified in step 15 and
Edit the workflow to make it a reminder:
Remove the trigger 'SharePoint – When a file