Sending reminder emails from portal entries

Sending reminder emails based on user interactions or submissions through a Power Pages portal can improve engagement, reduce delays, and keep tasks on track. This is typically done by combining Power Pages with Power Automate and Dataverse.

---

Step-by-Step Guide

Step 1: Set Up the Portal Form

• Create an Entity Form or Basic Form in Power Pages connected to a Dataverse table.
• Ensure your form captures important details like user email, submission date, and any trigger conditions (e.g., due date, status).

Step 2: Create a Power Automate Flow

Option A: Trigger on Record Creation

• Trigger: When a row is added (Dataverse)
• Use: When a form submission creates a new record.

Option B: Trigger on Schedule

• Trigger: Recurrence (e.g., every day at 8 AM)
• Action: List rows from Dataverse where a condition like “Reminder Sent = false AND Due Date = today” applies.

Step 3: Add Conditions

• Check if a reminder is needed:
  • Has X days passed since submission?
  • Is the status incomplete?
  • Is the due date approaching?

Step 4: Send Email Notification

• Use Send an email (V2) (Outlook or Gmail connector).
• Set:
  • To: dynamic field for email (e.g., Email from form)
  • Subject: Reminder message
  • Body: Include key data from the form (submission details, due date, action needed, etc.)

Step 5: Update Record

• Action: Update a row in Dataverse
• Mark the record with a flag (e.g., Reminder Sent = true) to avoid repeat emails.

---

Optional Enhancements

• Multiple Reminders: Use a “Reminder Count” field to track how many have been sent.
• Personalized Messages: Add conditional content in the email based on form data.
• Admin Notifications: Send CC or BCC emails to support/admin teams.
• User Response Tracking: Add links in emails for users to confirm receipt or take action.

---

Security Considerations

• Ensure only authorized users can submit data that triggers emails.
• Use field-level security for sensitive fields like emails.
• Log all email activity for auditing (can be done by writing email logs to another Dataverse table).

---

Use Cases

• Appointment reminders
• Payment follow-up
• Document submission deadlines
• Incomplete registration prompts
• License renewal alerts