Advanced Document Reminders with Power Automate and SharePoint

I’m often asked about reminder functionality for things like controlled documents and contract management. Microsoft added basic reminder functionality by providing a template solution for Power Automate. What if you need something a little more advanced? The answer is to build a custom reminder Flow.

In this example I provide tips on how to build a custom workflow and show an example of the reminder workflow in action. The Flow runs on a schedule, checking a document library for documents that meet a criteria specified in a Filter, that is dynamically driven of a calculated date.

As I mention in the video, there are two common use cases where this Flow can be used:

  • Sending notifications a few days before the a review or expiry date. This is often a requirement in both controlled document systems and contract management.
  • Monitoring a process workflow to remind people when something needs action and is waiting. e.g. I document is submitted for review but the review hasn’t occurred in x days

The flow runs as a Scheduled Flow. You can specify the frequency from every few minutes if you like, but I would recommend once a day to avoid hitting limits of the numbers of Flow runs per month!

In the video I use an AddDays() function, to subtract 3 days from the current date using the New Zealand timezone. UtcNow() returns the current UTC date and time. Here is the expression code:

addDays(convertFromUtc(utcNow(),'New Zealand Standard Time'),-3)

Next, I create a filter value using the output of the ‘GetDateToCheck’ expression with the date code above. In the example code below I am using two operators. Here are some useful ones:

  • eq = equals
  • ne = not equals
  • ge = great than or equal
  • le = less than or equal
(Priority eq 'High') and (Created ge datetime'@{outputs('GetDateToCheck')}')

Here is the Flow from the video:

You can extend this functionality further, to meet your specific needs, but I hope this has given you a good idea of the capabilities. of Power Automate scheduled Flows for reminders.

7 thoughts on “Advanced Document Reminders with Power Automate and SharePoint

  1. Hi. Thanks for this which is really helpful. Only issue I’m having is my date to compare for renewal is End Date, which I can’t reference in the filter. I’ve looked in library settings and got the internal name which is _EndDate and used that in the filter value but it always errors. I’ve used the Created date successfully but that’s not what I need in this case. I’ve tried _x0020_ also to no avail. Any help greatly appreciated! Thanks.

  2. Hi Steve,
    I have a similiar flow set up but when it comes to the Send an Email action – if I use Created By or Modified By in the “To” field the flow works fine. But if I choose the Document Owner Email in the “To” field the Send to email action gets nested in a second Apply to each and the flow won’t work.
    I cannot figure out how to get around this.
    Please help a fellow kiwi!
    Thanks

    1. Hi Della, the Apply to Each occurs if the ‘Document Owner Email’ field allows multiple values. Check the field settings on the List in SharePoint, check to see if ‘Allow Multiple Values’ is enabled.

      Give that a try and let me know how you get on 🙂

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