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Hi Community,

 

my internal customer request a reminder workflow for a sharepoint online document library.
There are two main topics to solve / kombine

  1. He expect a reminder 12 / 6 / 4 and so one week before review date (custom column) is reached
  2. If there are multiple documents with the same review date (which is usual) the enduser should get just one eMail not one email per item

In this single Reminder eMail there are two options (we should use the easier one) to represent the documents to review:

  1. A list in the eMail with all documents which are to review within "button" so react forexample "Document okay" or "Changes needed"
  2. The customer get just one email which contains a link to a configured list, which just show the documents for the appropriated user grouped by reminder date

Similar proposasl to represent this content is welcome.

 

I already watched out some realisation ideas with arrays, but they seems a little complex in combination with the first part of the request for a beginner / interemediate in K2

 

Thx for your help Best regards

Hello  @MD249, 


 


The easiest way to accomplish something like this would be to set up a workflow that you could then schedule to run daily to check and send these email reminders. The workflow would need to itterate through a list of possible users that have/might have documents assinged to them for review and you could add data regaring the documents to data fields within the workflow as it loops the SharePoint library. You will want to use the Insert inline function along with the Length inline function to concatinate data as you would like (ex. Insert(WFDataField, Length(WFDataField), DocumentData)
). Then at the end you could use the data fields to send a single email to that user that would contain information on the documents. 


 


Regards, 


Samuel 

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