Smartsheet Deadline and SLA Escalation

Overview

This flow enforces deadlines on Smartsheet. On a daily schedule it reads every row of a configured Smartsheet sheet, and for each open task that is due soon, due today, or overdue it reminds the owner in Teams and by email. Tasks that are overdue beyond an SLA threshold are escalated to a manager with a link to the sheet.

Why it matters: Smartsheet's built-in reminders are per-sheet and easy to miss. A single governed flow gives consolidated, escalating deadline management so deliverables stay on track without manual chasing.

Use Case

A project/operations team that tracks deliverables in a Smartsheet sheet wants automatic deadline reminders to task owners and automatic escalation to a manager when an item is overdue past an agreed SLA. The sheet is expected to contain (at minimum) the columns Task Name, Owner Email, Due Date, and Status.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Smartsheet	shared_smartsheet	GetSheetData
Microsoft Teams	shared_teams	PostMessageToConversation
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Tiered SLA

Read a Priority column and use different DueSoonDays/EscalationDays per priority by adding a Switch before the reminder/escalation branches.

Contact-column owner

If the owner is stored in a Smartsheet contact column, read the email from that column instead of Owner Email.

De-duplicate reminders

Write a Last Reminded date back to the row to avoid repeat reminders on the same day.

Multiple sheets

Wrap Get Sheet Rows in a loop over a comma-separated list of sheet IDs.

Direct row links

Append the row ID to the sheet URL for a deep link to each row.

Channel routing

Post reminders and escalations to different Teams channels by adding a second channel env var.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@{if(empty(item()?['Due Date']), '', formatDateTime(item()?['Due Date'], 'yyyy-MM-dd'))}

@{addDays(utcNow(), int(parameters('EnvVar_DueSoonDays')), 'yyyy-MM-dd')}

@{addDays(utcNow(), mul(int(parameters('EnvVar_EscalationDays')), -1), 'yyyy-MM-dd')}

and( not(equals(item()?['Status'], variables('varDoneStatus'))), equals(empty(item()?['Due Date']), false) )

lessOrEquals(outputs('Compose_Due_Date_Normalized'), variables('varEscalationCutoff'))

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