Hey all.
How are you doing?
This is part of a series of blog posts, you can find Part 1 here. Here you will find an introduction on the reason for me building this and some other key components, like the data structure and the use cases I have identified for this solution.
This blog post will focus on sending reminders for RSVP records.
Download the entire 4 part solution here.
Let's look at the data
In Part 1, we created the Dataverse tables. One of these was the RSVP table. The idea of this table, is that whenever there is an Event created, and the RSVP column is set to Yes, RSVP records will be created for each Parent/Guardian who has to accept or decline the invitation for their child/ren to attend. These events can be an All School event, or they can be just for certain year groups.
When the event is setup, and RSVP is set to Yes, the Parent/Guardian will receive an email like this:
But.... as parents/guardians we all have busy lives and so we might forget that email, and we probably need a RSVP reminders automation.
Let's create a scheduled flow for RSVP reminders automation
We can create a recurring scheduled flow that runs once a week, say Monday's at 9am:
The next action is to List event rows that are happening in the next 7 days:
I am not going to go into detail how to compose the Fetch XML query, you can find out more here, but you can create a filtered view in the Model Driven App, and then download the fetch XML and copy and paste that as above.
As explained above and in Part 1 we used the Send an Email with Options action, we can just use this again.
As we can see in the screenshot below, we are getting a Parent/ guardian row using the GUID from the “List RSVP rows for the event and No Response”. We can then use that GUID to get the Parent Guardian record from the Parent Guardian table, this will put this action into an Apply to Each, which is fine. We can then ask them to Accept or Decline the invitation.
Once we have done that, we can update the RSVP row based on the condition, if the parent Accepts or Declines the invite.
We need to also go back to the RSVP table and add a “Reminder Sent” yes/no column. Once we have done that, go back to this flow and in the Update a row step we need to set the Reminder Set to Yes, as shown in the screenshot above.
Next we will look at Weekly Newsletters and Announcements.
In the meantime any questions, get in touch.
Download the entire 4 part solution here.
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