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Contracts Management with Reminder Flow

A SharePoint Flows tutorial by Peter Kalmström

Flow iconMost organizations have contracts that need to be renewed at certain times. In the demos below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to first create a SharePoint content type for a Contracts library and then create a flow that sends a renewal reminder to the responsible person.

"Contracts" content type

Peter creates a new site content type for contracts and adds the following columns:
  1. Signing date, Date and Time with Todays date as default.
  2. Counterparts, Lookup from a "Counterparts" list.
  3. Type of Contract, Choice, without a default value (Peter shows how to use Excel to get the options in alphabetic order.)
  4. Responsible Counsel, Person or Group
  5. Renewal or Expiry Date, Date and Time
  6. Counsel comment, Multiple lines of text with 'Append Changes to Existing Text' enabled
When the content type is finished, Peter associates it with the Contracts document library and removes the default 'Document' content type from that library. He also makes the new columns visible in the library and renames the 'Title' column into "Short Description".



Reminder Flow

In this flow you must use the internal name for the "Renewal or Expiry Date" column. If you have not used CamelCase naming when you created the column, you can get the code at https://www.urldecoder.org/.
  1. Create the flow from blank and use the trigger 'Schedule – Recurrence'.
  2. Set the 'interval' to '1' and the 'Frequency' to 'Day'. (Set your preferred advanced options.)
  3. Add the action 'SharePoint - Get items' for the Contracts library.
  4. At 'Filter Query' add the internal name for the "Renewal or Expiry Date" column + eg + this string:
    'FormatDateTime(addDays(utcNow(),7),'yyy-MM-dd')'.
    Reminder flow expression

  5. Add an 'apply to each' action and use the dynamic content 'value' as output.
  6. Add the action 'Office 365 Outlook - Send an email'.
  7. In the 'To' field, enter the dynamic content 'ResponsibleCounselE-mail'.
  8. For the e-mail subject, type some general text and add the dynamic content 'Name'.
  9. Insert a link in the e-mail body: under advanced option, set 'Is HTML' to Yes and add <a href="[the dynamic content 'Link to Item']">Some general text</a> in the body field.
  10. Save the flow.
  11. To test the flow, run it and make sure it has run successfully and has no error messages.


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