Convert a SharePoint designer document notification workflow to Microsoft Flow

During the migration phase of our projects from SharePoint on-premise to O365, we had to convert a couple of good old SPD workflows to Microsoft Flow.

Condition

Whenever a document in a library is due for review, i.e, 30 days before the “Next Review” date, fire a notification to the document “Owner” based on a defined template.

SPD Workflow way

When a document is created or modified, check whether the current date matches the “Next Review” date minus 30. If it doesn’t, pause the workflow until that date is reached and fire an email notification.

Microsoft Flow way

Flow

Create a Recurrence action that checks every day for each item in the library whether the condition, “Next Review” date minus 30, has reached.

It will fire emails for any document that has the condition satisfied.

The action items used here – “Recurrence” for repetition, “Get Items” for getting all items in a SharePoint library, “Apply to each” for checking the condition on each list item, “Send an email” to alert the users.

I simply love Flow, just because:

  • it’s too easy to change the email template.
  • on a flick of a button, you can switch on or off the necessary flows on a site.
  • and the best part, I can run through the executed flow on an item to item basis.

Simply easy !!!

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