I want to send email alerts 90days, 60days and 30 days before expiry date. Please guide me. It will be very helpful if it is a walkthrough or step by step since i am newbie to SPD. I have created three calculated columns for 90 days, 60 days and 30 days and renewal date. formula is =[RenewalDate]-90 or 60 or 30. is this correct? I am also attaching my workflow. please have a look at this. and my workflow status is "Coercion Failed: Unable to transform the input lookup data into the requested type". Please guide me.

Hi Ramanjulu,

It seems like you are having the data type conversion issue while checking for the condition which is resulting in the above mentioned error. I had a similar requirement where the notifications to be send to the users prior to 30 days, 7 days before expiration. Here is the link which i followed and it helped in creation of my workflow. hope it helps you too.

http://amarkeev.wordpress.com/2011/11/11/item-expiration-reminders-in-sharepoint-using-workflow/

Hi

an easiest way

add to your lista  workflow which will start when an item is changed. Add to you list a new column, let's name it COL_REMINDER, type YEs/No, default value=NO

schedule each night a powershell script which will parse the list, will check if Reminder90 or Reminder60 or Reminder30 equalt Today

If it is, change COL_REMINDER=YES

In this momment, the workflow will start for this item - In the workflow, just put an initial condition to execute all the code only if

COL_REMINDER=YES

nest step re-fill COL_REMINDER=NO

and next insert your steps

That's it

Hi diyach,

Thanks a lot for your reply, i am succeeded with the below workflow. the mail is triggering 90, 60 and 30 days before expiry date. But i got one more requirement in the  same workflow is there will be one drop down column in the list which has 1 to 30 numbers by selecting the number the workflow should trigger a mail. lets say today Aug 01st and the customer selected 10 from drop down, the mail should trigger a mail on Aug 11th. how can i achieve this please guide me.

Hi Romeo Doca,

I have got one more requirement in the same workflow. read the above and guide me. thanks a lot for your reply.

Hi ,

I understand that you want to send email based on current date plus the value in a choice column .You can use a calculated column in the list to store the date .Using the Created column and the choice column to get the specific date .

Set the formula for the calculated column to :[Created]+[choice]. SO that the calculated column will get the Created date plus x days.Or you can use the Add time to date action in the workflow to get the new date. Click on minutes to change it to Days .Click on fx button behind 0 to select choice column in current item .Set date to Created .In this way ,the new date will be output to a variable .You can use this variable in the workflow to send email .

Thanks,

Entan Ming

Hi sir,

below is my workflow, is not executing "step2". May i know what is the reason. individually they are working fine.

this is for when they do not select any number from drop down column.

Hi Ramanjulu,

As per provided link it should work fine if you exactly follow the steps. I see that you are using the workflow steps in a sequence which wont trigger appropriately when the due date is changed while the workflow is in progress. Please use parallel and sequence steps accordingly as provided in the link http://amarkeev.wordpress.com/2011/11/11/item-expiration-reminders-in-sharepoint-using-workflow/. 

In order to add the additional requirement for your workflow- to send an email based on the date selected from the drop down, the step looks something like below



where "SelDueDate" is my list column of type choice with values from 1 to 30. DynamicSelectDate is the workflow variable to store the calculated date.

Hope this helps

Thanks,

diya

Please mark as Answer if this answers your query.

Thanks a lot diya,

will it work even if the item is updated or edited when already an existing working in progress or pause. can it stop that workflow and will start as per newly updated items.

hi diya/All

i do not understand where is "previous due date"

please find the attachment. it should be separate column or else how do get previous due date when you change or edited the original due date. Please suggest me. I have been struggling for the last week. I just want to stop the workflow(in progress or pause for old items) and restart on edited or updated items thats it. Please guide me.

Hi Ramanjulu,

As per the following image shared in the link suggested by me, it exactly satifies your requirement to stop thw workflow if it is already in progress or a pause state when the due date is changed and will create a new instance of workflow with the modified values. The first thing to take care is to check pause date and any changes for the due date parallel" which are the steps shown after "This following actions run in parallel" and create the actions for each in sequence in a normal manner.  And yes "Previous Due date" is a column of DateTime created in your list. It will updated from workflow. Also there is one more link related to the same

http://thingsivefoundout.blogspot.co.uk/2012/07/triggering-workflow-when-expiry-date-is.html

thanks

Diya

If you find his post helpful, please vote and mark as an answer.

• Proposed as answer by diyach Tuesday, August 14, 2012 8:02 PM
• Unproposed as answer by diyach Tuesday, August 14, 2012 8:04 PM
• Edited by diyach Tuesday, August 14, 2012 8:07 PM As i can't propose my own posts as answer according to some moderator of the forum, i am changing it back to normal status.

Hi

i am posting my workflow here, please have a look at this.

i have not copied your workflow, i have created a new workflow same as yours, still not working as i want.  Please guide me. Even i have followed the link which you have provided. Both i have tried, no result.

Are the steps 2 and 4 are running in parallel?? because i dont see the statement in your workflow. If you are creating the parallel workflow, it will do, i see that you are missing that step. Instead you are just creating the steps one after the other,which is not the case.

Here are the steps to be followed after the action "Set Previous date ...."

1. Click on "Parallel Block" under the section "Insert" in the ribbon, this will give you the statement "The following actions will run in parallel" int he workflow.

2. Click on "Step" under "Insert" section in the ribbon, which gives you a step and inside the box with statement "The following actions run in sequence"

3. Add all the actions required, in you case "Pause", "Log", "Email" and "Stop workflow"

4. Create one more step, which gives you a box with statement "The following actions run in sequence"

5. Add all actions required, in your case "Wait for...", "Stop workflow".

This makes your workflow to run actions "Pause" and "Wait " to run in parallel. You need to repeat the process for all the different alert days required.

thanks

Diya

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Hi Diya,

First of all thanks a lot for your reply, this time i have created a workflow as you said, but the workflow is not triggered any mail. it will run and will be completed without triggering a mail. for your reference, i am adding my workflow here.

Hi,

First of all you need to configure "Outgoing emails" on SharePoint server. If this is done, and still you don't see emails, here are couple of things to check to make sure the workflow is running as expected

1. As i see that you are also updating the logs to workflow history list. So do you see the logs in the list as expected in the workflow other than sending emails?

2. If yes to above, then please check the email action in your workflow to remove any data preventing it from executing properly. Sometimes, the email will be sitting in your junk folders, so please check for all folders to ensure that you didn't receive any email from sharepoint

3. In "Step 4", i see that pausing is done till "First Alert Date", while i believe that you need to pause till "Alert Date". Please make sure that you are developing the conditions and actions as per required logic.

Most of the time, the log file will help you in identifying the cause of the issues. Try to create log entries in your workflow before and after email action as checkpoints to determine where exactly the workflow is not triggering email.

thanks

Diya

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Hi Diya,

your article is extremely superb, it is working fine. this is awesome. I can not express my feelings. simply superb. Great work, keep going.

Thanks a lot once again.

Thanks Ramajulu. Please mark it answer as it answered your query so that it doesn't show up in the unanswered list.

Thanks

Diya

• Marked as answer by Ramanjjilu Naidu Thursday, August 16, 2012 5:08 AM

Hi Diya,

will it work for a library. i have created same workflow but it is not stopping the workflow when expiration date has changed. what could be the reason? Please guide me.

What if the item never changes? 

I have a list of certificate holders and expiration dates of their certs.  I want to automatically email them 60 then 45 then 30 days before their certs expire.

MJB