How to build basic reminder flow using Power Automate and SharePoint
Posted On November 1, 2020
“I want to setup email “reminder” that goes to the person that needs to do a task, is it possible using Power Automate flow?”
“Users should review a document before expiration date, how can I send them reminder using Power Automate flow?”
Building a flow to send reminder(s) is one of the most common usage of Power Automate. It can be reminder to complete a task, to review a document, input some information or something else. If you want to keep your processes running smoothly, or you just don’t want to think about all the dates, reminder flow is the way. The output of this post will be a reminder flow you can use and reuse in many situations.
You must have the date and user information somewhere. It can be a SharePoint list/library, or it can be an Excel file in OneDrive. But for this post let’s take SharePoint list, and this list will contain 2 columns:
‘SendTo’: user, who should get the reminder notification. It could be any people or group column, even the Created By user.
‘Date’: date column, configured as ‘Date Only’, no time. It can be date when a task was assigned, or a review date.
Building the flow
It should be a scheduled flow, running daily. Once a day it’ll filter all items that need the reminder and send it. All notifications will be distributed at the same time.
Start from the scheduled flow trigger.
The next step is to add ‘Get items’ action, which is the key part of the flow. In this action you’ll filter out all the items that require a reminder with the Filter Query. Since our flow is sending reminders based only on date, the filter will be quite straightforward. You can use utcNow() and addDays() expressions to calculate proper date and format it. You can learn more about the date formatting in this post.
Don’t forget that the filter query needs the internal name of the date column.
Date is in the past (e.g. task reminder after 3 days), use negative number
Date is in the future (e.g. review reminder 3 days before), use positive number
The last step is to process output from the ‘Get items’ action and distribute the emails. The ‘Apply to each’ action will be added automatically once you use any of the ‘Get items’ output in the ‘Send an email’ action.
As you can see, the flow is quite simple: run each day, get items, send an email. You can take it as a baseline. You can have multiple different reminders for different dates, all with just a small adjustment or extension of the flow above. You can even combine multiple reminders in a single flow.
The only point where you can get have problems is the ‘Get items’ step. Your environment could use different time format and then you’d need to adjust it. In such case, try to save the date into variables to see what format you should use.
And if you don’t want to send all emails from your email address, you can change it, e.g. to shared mailbox.