Power Automate Reminder Flow
Budget / Salary30–250 SGD
TypeFreelance project
LocationRemote
Posted1 hour ago
I need a cloud-only Power Automate flow that watches a SharePoint document library where vendors drop their progress-report files (PDF, Excel, Word). Each file name follows the pattern __ (for example, Monthly progress report_PO 4500016908_15-08-2024.xlsx). The activity keywords—Hydrotest, Test, FAT, etc.—help me identify which testing phase the report refers to, and the embedded DD-MM-YYYY segment is the scheduled testing date.
Here is the behaviour I am after:
• As soon as a file is uploaded or replaced, the flow reads the activity keyword and the date from the file name, stores them in columns (Activity, PO Number,Test Date) and grabs the vendor’s email address that already sits in sharepoint with PO number.
• Exactly two weeks before the Test Date the flow sends a single email reminder to that vendor asking for their Notice of Inspection (NOI). If a newer version of the same report is uploaded, the timer must reset to the new date automatically.
• Nothing needs to be sent if the file is deleted or the date has already passed.
Deliverables
1. Exported .zip package of the finished Power Automate flow, ready to import.
2. Step-by-step setup notes showing which SharePoint columns I must have (or create) so the flow works straight away.
3. One sample reminder email template I can tweak later.
4. To ensure its successful, a test should be performed
Acceptance criteria
• Flow detects the date in DD-MM-YYYY reliably from at least three test file names.
• Reminder email fires exactly 14 calendar days prior to the captured date.
• Updating the file or its name updates the scheduled reminder without manual intervention.
No other integrations (SMS, Teams) are needed—email alone is fine. Please build, test, and document the solution so I can deploy it to my production tenant with minimal adjustment.
Here is the behaviour I am after:
• As soon as a file is uploaded or replaced, the flow reads the activity keyword and the date from the file name, stores them in columns (Activity, PO Number,Test Date) and grabs the vendor’s email address that already sits in sharepoint with PO number.
• Exactly two weeks before the Test Date the flow sends a single email reminder to that vendor asking for their Notice of Inspection (NOI). If a newer version of the same report is uploaded, the timer must reset to the new date automatically.
• Nothing needs to be sent if the file is deleted or the date has already passed.
Deliverables
1. Exported .zip package of the finished Power Automate flow, ready to import.
2. Step-by-step setup notes showing which SharePoint columns I must have (or create) so the flow works straight away.
3. One sample reminder email template I can tweak later.
4. To ensure its successful, a test should be performed
Acceptance criteria
• Flow detects the date in DD-MM-YYYY reliably from at least three test file names.
• Reminder email fires exactly 14 calendar days prior to the captured date.
• Updating the file or its name updates the scheduled reminder without manual intervention.
No other integrations (SMS, Teams) are needed—email alone is fine. Please build, test, and document the solution so I can deploy it to my production tenant with minimal adjustment.
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