Sometimes 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, 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 was easier to test when this demo was recorded: `SharePoint, When a file is created?. This is no longer necessary, as 'Recurrence' flows can be run directly from the 'My flows' page. The steps below have been changed and use the 'Recurrence' trigger directly.
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. You can of course also open the Flow site directly.
Steps to create a Reminder flow:
At https://flow.microsoft.com/, click on 'Create from blank'.
Select the trigger 'Schedule, Recurrence'.
and set the frequency and time for when it should run.
Select the SharePoint site URL in the field 'Site URL' and the SharePoint library under the field 'Folder Id'.
Add 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'.
Add the action 'Add an apply to each' which will run through each item in the calendar list.
Insert the parameter 'value'.
To discern the items that have the appropriate date, click on 'Add an action' and select 'Condition'.
Click on 'Edit in advanced mode' and enter this condition: '@equals(substring(item()?['EventDate'], 0, 10),utcnow('yyyy-MM-dd'))'.