Using Power Automate to Send Dataverse Record Closure Reminders
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Power Automate
Oct 27, 2023 12:00 PM

Using Power Automate to Send Dataverse Record Closure Reminders

by HubSite 365 about Temmy Wahyu Raharjo
External Blog Post
Citizen Developer

Microsoft DataversePower AutomateLearning Selection

Maximize efficiency with Power Automate: Learn how to send email reminders for closing Dataverse records. Tutorial by Microsoft expert.

The blog post discusses how to implement email reminders to close a Dataverse record using Microsoft Power Automate. The author, Temmy Wahyu Raharjo, explores the use of low-code features such as Power FX alongside the automation platform. It is noted that creating the same solution via conventional coding may take longer than utilizing the automation capability of Microsoft's tool.

The process begins with the creation of a sample table in the Dataverse. The 'Deactivate' feature is leveraged to implement the 'Close' state. The author then proceeds to explore the creation of an initial flow named 'Send Email Notification for Demo,' which requires a parameter (DemoId).

On obtaining the Dataverse record via the 'Get Demo Record' step, the 'Get CRM Record URL' is populated to open the record. The status is then checked to ensure it's 'Active.' The flow then progresses to the 'Yes' section using the 'Outlook Send an Email (V2)' action.

The 'Send Email Notification for Demo' flow is called again after a set delay via the 'Run a Child Flow' action. It is imperative that the 'Respond to a PowerApp or flow' response is set since this flow will indeed be called by another flow. Raharjo stresses the importance of setting 'Run only users,' which enforces run as the user set in the Connection Reference.

If not set, an error occurs when calling the Parent Flow. The author then guides us through the creation of a wrapper, 'Execute Send Email Notif for Demo,' which calls 'Send Email Notification for Demo.' Subsequently, the 'Flow On Create Demo' is implemented, which harnesses the trigger based on the 'Added' of the Demo table.

After this sequence, an email is generated and sent; it is an example of the solution in action. Raharjo concludes the insightful blog post with a salutation typical among CRM enthusiasts.

Sending Email Reminders to close Dataverse record
So the logic is just to prepare the DemoId (string) parameter, and then call the “Send Email Notification for Demo” flow. Because it will be ...


More on Power Automate

Microsoft's Power Automate, formerly known as Microsoft Flow, enables users to create and automate workflows across multiple applications and services. It's a potent tool designed for automating business processes, sending automatic reminders or notifications, and even integrating data from various sources. Learn more about Power Automate here.


More about Power Automate and Dataverse

Power Automate - Using Power Automate to Send Dataverse Record Closure Reminders

Unlocking the potentials of Microsoft platforms and understanding their operation is important to enhance efficiency, functionality and overall user experience. Key among these platforms is Power Automate, a tool that streamlines business processes via automation.

In particular, setting up email notifications to remind about closing a dataverse record is a feature that can be implemented within this Microsoft tool. However, it's worth noting here that getting to grips with low-code features (like Power FX) may take longer than creating the similar solution with more sophisticated coding approaches.

Implementing email reminders to close the Dataverse record is fairly straightforward. This process requires first, the creation of a Dataverse Table. This involves setting up a demo table and implementing the “Close” state using the “Deactivate” function.

  • Create a manual trigger titled “Send Email Notification for Demo“ with the DemoId (string) parameter.
  • Retrieve the Dataverse record ID using the "Get Demo Record" step.
  • The “Check If Demo record is Active“ step simply ensures the record status is "Active". Then, if not, it’s automatically rerouted to a step that performs no action.

Next is the "Outlook Send an email (V2)" action in the "Yes" section of the active record check. This section combines with the delay setup process to enhance operation in real-time tasks.

Interestingly, the next stage is to use the “Run a Child Flow” action, which calls the “Execute Send Email Notif for Demo“ flow. The "Execute Send Email Notif for Demo” flow helps to call the “Send Email Notification for Demo” after the delay, and it is necessary to set the “Respond to a PowerApp or flow” response.

Bear in mind, it is crucial to set the “Run only users”. If it’s not set, an error will occur when calling the Parent Flow.

The last flow is the “On Create Demo” flow, which triggers based on the addition to the Demo table and calls the child flow titled “Send Email Notification for Demo“.

In addition to triggering low-code features, it’s essential to keep learning through consistent study and practical processes for efficiency and productivity boost.



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