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.
SharePoint calendar lists have an alert feature that sends
an e-mail reminder, but it gives no link to the event. In
this tutorial, Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how a flow can
send reminders with a event links.
In Power Automate, times are automatically converted to
Coordinated Universal Time (UTC). Therefore, Peter needs
to set the local time in two places in the flow, for the
calendar and for Outlook. This is often the same time zone,
but it is not always so.
Steps to create a Reminder flow:
Start with a 'Scheduled from blank' flow.
Set the frequency and time for when the flow should
run.
Set the time zone in the trigger
Add the action 'SharePoint, Get items', which will
get all the items from the SharePoint calendar.
Add the action 'Apply to each' which will run through
each item in the calendar list.
Insert the output 'value'.
Add a condition to discern the items that have the
appropriate date.
In the first condition field, add the expression
substring(item()?['EventDate'], 0, 10)
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”.
Keep the 'is equal to' and add a new expression
in the second condition field: utcnow('yyyy-MM-dd').
To send an e-mail when the condition is true, add
the action 'Send an email (V2)'.
In the 'To' field, enter the user(s) who will get
a reminder e-mail when the condition is true.
For the e-mail subject, type some general text and
add the dynamic content 'Title'.
Insert the e-mail body text. You can make it dynamic
by using the available parameters of the flow.
Save and test the flow.
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