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Event Reminder Flow

A SharePoint Flows tutorial by Peter Kalmström

Flow iconSometimes 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.

Microsoft has removed the possibility to edit a condition in advanced mode, which is used in this flow. We will come with an alternate solution as soon as possible, but in the meantime you might find next article useful.

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.

Reminder sent through Microsoft flow.

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:

  1. At https://flow.microsoft.com/, click on 'Create from blank'.
  2. Select the trigger 'Schedule, Recurrence'.
  3. and set the frequency and time for when it should run. 
  4. Select the SharePoint site URL in the field 'Site URL' and the SharePoint library under the field 'Folder Id'.
  5. Add the SharePoint action 'SharePoint, Get items', which will get all the items from the SharePoint calendar.
  6. Select the website URL in the field 'Site Url' and the calendar list in the field 'List name'. If you cannot see your list in the dropdown items, enter the name of the list manually under 'Enter custom value'.
  7. Add the action 'Add an apply to each' which will run through each item in the calendar list.
  8. Insert the parameter 'value'.
  9. To discern the items that have the appropriate date, click on 'Add an action' and select 'Condition'.
  10. Click on 'Edit in advanced mode' and enter this 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”. Also refer to https://powerusers.microsoft.com/t5/Building-Flows/Use-Today-date-parameter/td-p/1432
  11. To send an e-mail when the condition is true, click on 'Add an action' under 'If Yes'.
  12. Select 'Office 365 - Send an email'.
  13. In the 'To' field, enter the user(s) who will get a reminder e-mail when the condition is true.
  14. For the e-mail subject, type some general text and add the dynamic content 'Title'.
  15. Insert the e-mail body text. You can make it dynamic by using the available parameters of the flow.
  16. Rename 'Apply to each' to 'Send emails' to be more understandable.
  17. Rename 'Condition' to 'Check if item date event is today'.
  18. Rename the Flow to 'Send meeting reminders'.
  19. Save and test the flow.

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