Scheduled Flow and SharePoint oData query - Using Recurrence to check for overdue approvals
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- Опубликовано: 4 окт 2020
- Sometimes you need things to happen on a schedule. For that Flow has the recurrence trigger. In this video, you will learn how to nag approvers to follow up on their approvals thanks to fun with flow. Together we build a Scheduled Flow that uses Recurrence to check for overdue approvals. We cover the recurrence trigger, oData queries, some time expressions, Apply to each, and more. Lots of flow fun!
Power Apps and Power Automate Training at training.PowerApps.com 
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Thanks AGAIN for being so thorough!
My pleasure! Makes my day when people realize the lengths I go to not to skip over key details. 🤩
We all know we do the happy dance when the flow ran successfully. Thanks for this vid, Shane!
Love the happy dance! 🕺
Last night I spent 4 hours in a battle cage with ODATA without success, then at 4:30 am I awoke and found your video that explained how to format the date subtraction piece. It worked, and my very first production flow is now on the scheduler. Many thanks!
Awesome Jack! I love/hate those wake up in the middle of the night solutions
Thank you so much for another Power Automate video - very timely for our company for tracking COVID19 tests - yesss - Who Dey? love your videos in Cincy!
many thanks for your video Shane, you're like teacher i can finish my jobs from your video.
Awesome 😎
Thank you very much. Your tutorial really made my day. I try to find the best solution since yesterday, luckly i found you, i made it work. Thank you again. Continue your greate work
Looks like this video you recorded 2 years ago will help in my use case... I need to Filter only records that have been added within the last hour. Hopefully, the getPastTime expression should work. Thank you. 🤣
Douglas if you don't get it figured out then this video might also help. ruclips.net/video/sNZXxJ-QrIE/видео.html But basically you need an oData filter that is addHours(utcNow(),-1). Shouldn't be too bad.
@@ShanesCows Thank you Shane. Really appreciate it. Will look at the other video as well.
Great Video Shane.
Thanks Patricia
More fun with Power Automate, thanks, Shane!
You are welcome Adi! Sorry you got the link so late yesterday. 😀
@@ShanesCows no worries, saw it yesterday 5 minutes after I received the email, no ads, no delay, downloaded the app in the PowerApps911 Training portal, all good, 'customer happy' :).
Flow*cough*POWER AUTOMATE has its annoyances, but once you learn to handle them and even live with them, you start to notice how really powerful it is. Great video, I haven't done that before; but I can see how you can reduce the iterations via odata filtering. Thank you!
Yup love flow but it can be disgruntled at times.
This was a good one thanks Shane
Glad you liked it Alex. Thanks!
Another great video 👏👍🏻
Thank you. 😀
You are the best! Thank you!
Thanks 😊
Hi Shane, another exceptional teaching video! Definitely can use this video to assist me.
I want to set up a Scheduled flow ever six months that evaluates a list that only of items that are set to "Active", and status is not equal to "Approval Complete". Is it possible to do a mass approval of all list items that meet the conditions and then update each item with the outcome of the approval? What if I need to set up a reminder to the approver when they haven't responded to the approval in say 30 days?
Thank you Shane.
You are welcome.
Hey Hey don’t forget to go with the FLOW
I like it.
Great video. Prior to this, I spent hours prompting ChatGPT and searching RUclips. I'm getting items from a MS List and not Power Apps. Do you know what I would put in the body of my email to generate only the "pending" items that I previously specified in the flow?
Daniel I think when you Get Items you would want to do an oData filter for Pending items, that should give you what you want.
Nice one!
Thanks 😍
Thanks Shane
Glad to help.
Great Video Shane, Do you have a video based in Dataverse for Teams that does something similar but requests to collect data on a monthly basis. (I know you are always looking for video suggestions). For example total expenses with maybe a number of approvers per category in case Approver A is on holiday. This would be great deep linked or using adaptive cards. I'm guessing the multi approvers would have to come from a child list linked to the category.
I will ponder on what I can do here.
Thanks for the video - created my first scheduled flow :). Have you seen any issues with using Frequency of 'week' where the Flow does not run at the Start time (manual test works fine) when Day, Hour, Minute are set? If I clear Day, Hour, and Minute, then the Flow (week) runs as expected at the Start time. Although I need to set the day, hour and minute to run :(. Thanks!
I haven’t Lacey. Weird. Try another flow and see if you can recreate the issue. Hmm
@@ShanesCows It appears (to me) to be a bug with the 'Week' frequency. I have successfully created a Flow that begins at Start time and then fires every hour - no issues with this. But, based on numerous tests with Week it only initiates when the 'On these days', 'At these hours', 'At these minutes' are not set. One other thought - could be a government cloud limitation as that is what I am running on. Thanks so much for your reply!
Oh my gosh! More Flow videos?!
Haters going to hate! I promise this weeks has nothing to do with Flow. 😂
Does recurrence not expire after 30 days?
so funny this video. Thank you.
Glad you enjoyed it! I try my best not to be boring.
I want to want to send a reminder only during a weekday.. .how can I add a condition to send a reminder on Fridays if the task is due Saturday or Sunday?
What if I have 30 line items for the same approver? How can I send only ONE email letting them know that they have items that need attention. I'm looking at different ways to get a list of unique email values but so far nothing is working. Any advice? Thanks!!
Rachel. You would have to build an array of the responses and then concat the approvals. It is possible but not an answer I can just rattle off the top of my head. Sorry. You can try the Contact Us form at PowerApps911.com and see if anyone on the team has a quick answer.
@@ShanesCows Thank you so much, but I think I have it working. First initialized both an array and a string variable and a Get Items action.. Then I added an Apply-to-Each loop looking at the value of my previous Get Items action. Inside the loop I append-to-array the email addresses from Get Items. Then I convert the array to a string by adding another loop that looks at the Append-Array action just above it. Inside that loop, I append-to-string the Current Item of the Append-Array action above plus a semicolon to separate values. I put this string variable into the BCC field of my email. The output does show all email addresses duplicated, but it still only sends the message once per address, so that meets the need. Wish I could post screenshots here.
Amazing. What if I don’t want to send an individual email for every approval instead compile all approvals for one person in a html table?
Possible. You would have to store all of the data you want into an array and then loop through it I think. I haven't done it but I am 100% positive it is possible.
Shane I figured it I almost cried I spent all weekend trying to fix it. Arrays are amazing. Curious do you know what the MSFT Power Platform Community Conference are like? Is it training?
@@marcocruz8440 I'm trying to do something similar-- consolidate several records and send one email. Do you have a recommendation of documentation to get me started on the array?
@@shaynab4307 let me look into what video I used. I actually got it working lol
How would you send emails only to the people that have not responded (in a more than one approvers scenario and everyone has to approve?) Great video, thanks!
In your table you should be tracking who you are waiting to respond and the status. When you fetch records only get the people who haven’t responded. Maybe with your oData query?
I assume these flows can query the CDS with the new Teams PowerApps capabilities
Yup no problem using them with Project Oakdale
In odata call we get only 300 records. How can I get more records and merge that data?
I think I covered changing the pagination in this video ruclips.net/video/QcWjAt7QVn4/видео.html
Hello you are too good ...your videos are really easy to understand.. But need your help please can you help me with scheduled flow calling data from our list
Pranali I think that is what is shown in this video? What part are you struggling with?
@@ShanesCows Hello Shane, first of all thank you so much for your response here. Actually I creating one Scheduled/Recurance flow for my daily Estimation report where in all the share point list data can be called in May scheduled flow mail body so need your help and their are three categories in that mail Today's Estimation list where in today's date he needs to take from my list data then Upcoming Estimation list where in tomorrow date he needs to pickup from share point list and third category is Estimation is ON HOLD where in he needs to take the status from my share point list and that Estimation report needs to send daily at 10 AM .. and you know what I have tried with this your video initialing all my columns name but you know till now I have received 1000k of mails in my mails box so was need to terminate my flow but still I am getting mails😭... please please help me here Shane..I know you will definitely help me on this .. And onec agin Thank you so much Shane💐
Hey Shane,
I hope you are doing fine,
Need help -I have 2 buttons - 1 will open fb and 2nd 1 will you-tube, when i press 1st button it opens FB tab and when i press 2nd button after that it opens you-tube but in the same tab, in which earlier i opened FB .
I want to open another tab of chrome when i press 2nd button after 1st,
please advice
You can set the Launch Target like this Launch("training.powerapps911.com", {}, LaunchTarget.New)
Can you make a video on how to bypass a flow 30 day limitations In a multilevel approval system? That would be very useful
Hey Zak I have never done it. 😑 I always build the app to not use Flow approvals, instead doing it in Power Apps so I avoid the issue.
I guess you could create a new approval via a daily flow that checks the pending approvals on the 29th day...
Still waiting for the second part of CDS security/permissions video...🙂
One of these days. :)
Hey, i am getting an error at the very beginning despite I do exactly what you are showing: The expression "Status eg 'Completed'" is not valid. Creating query failed.
clientRequestId: b3ce4269-e45a-4881-80f8-208351e63780 serviceRequestId: b3ce4269-e45a-4881-80f8-208351e63780.
Any idea what it is and how i can fix it?
panic over - i was an idiot typing g instead of q in the code :-) Thank you so much for this - it really made my life easier
Glad you got it. 🐶