Automate Job Interview Invitations Using Power Automate: Part 2 of 2

This week, the email automation series continues with scenario-based examples.

Scenario:

You are a recruiter. One of your tasks is to invite applicants for a job interview. Additionally, you need to email them about the job interview and remind them of the interview date.

Requirements:

1. Create a dashboard where the recruiter can input the name and email address of the applicant.

2. Create a flow that will trigger the email interview invite once the applicant's data is saved in the dashboard.

3. Create a flow that will run daily to check the interview date of the applicant and remind them two days before the interview.

Last week, we set up the initial database where we can input applicant details, and we also set up the initial automatic email notification to be sent to the applicants.

Now, we will be setting up the email reminder that will be sent to the applicants three days before their interview date.

Steps:

1. To set it up, go to Power Automate and create a Scheduled Cloud Flow.

2. Name your flow whatever you want, but for this project, we will name it "APPLICANT REMINDER." Then, set your flow to run daily.

3. Create a new step and add "Get Items."

4. Fill in the Site Address and List Name (refer to the previous article here for details on what to insert in these fields).

5. After creating "Get Items," add a new step and create "Apply to each." This will read each item retrieved by "Get Items" so that Power Automate processes each row in the database.

6. In the "Apply to each" action, add a step and create "Subtract from Time." For "Base Time," add the "Date of Interview" dynamic content. Set the interval to 3 (for three days) and the time unit to "Day."

7. Add a new step and create "Condition." In this step, we will match today's date with the result of the subtracted interview date. If we get a match, then those applicants will receive an email reminder.

8. In the first Condition field, input the formula below using the Expression option.

formatDateTime(utcNow(),'yyyy-MM-dd')        

9. In the second Condition field, input the formula below using the Expression option.

formatDateTime(body('Subtract_from_time'),'yyyy-MM-dd')        

10. On the "Yes" side of the condition, add the "Send an Email (V2)" step to remind the applicant of the upcoming interview (refer to our first article for details on setting up the email flow).

11. Save and test the flow.

Important Note

1. Inform the recipient that they will receive an email, or use your own email for testing purposes to ensure everything works as expected.
2. The default time used by Power Automate is UTC, so you need to check the conversion from UTC to your local time.
3. I am not an expert in Power Automate, but I would like to document my journey and new learnings through articles here on LinkedIn. Please feel free to message me if you have any questions so we can collaborate.