Send email reminders from Microsoft Lists using Power Automate

Published Feb 24 2021 09:33 AM 9,403 Views

In this blog post, I will show how to send email reminders for Microsoft Lists items based on a date column using Power Automate. I am using the Microsoft Lists Issue Tracker template for this blog. 

 

Automated email reminders give users time and opportunity to intervene in the business process prior to expiration or end dates. In this demo, we will base our Power Automate Flow on the "Due Date" column and will send reminders 30 days in advance of the date.

 

Issue Tracker setup

You can get started with the Issue Tracker by navigating to Microsoft Lists, click "New list" and then select "Issue tracker".

issuetracker01

Review the sample and click "Use template".

issuetracker02

Provide a name, color, icon and storage location (OneDrive aka "My lists" or SharePoint) and then click "Create". I am using "My lists" in this example.

issuetracker03

 

We will add a Due Date column to connect our reminders to. From Issue Tracker to the right of the Date reported column select + Add column or + and select "Date and Time". 

stormin_30_4-1613402858860.png

 

Set Name to Due Date and click "Save".

stormin_30_5-1613403503451.png

 

Flow build

Create a new Flow by clicking "Automate" > "Power Automate" > "See your flows".

image-23

 

Click "New" > "Scheduled-from blank".

image-24

 

Provide a Flow name, I.e. Issue Tracker – Daily, set "Starting" to "10:00 AM", "Repeat every" to "1", "Day" and click "Create".

image-25

 

Tip: Use the advanced options to set your target time zone.

image-26

 

Click "New step", search for "Variable" and select the "Initialize variable" action. 

Set the "Name" to varNumDays; "Type" to "Integer" and "Value" to "30".

 

Click "New step", search for "Variable" and select the "Initialize variable" action.  

Set the "Name" to varReminderDate; "Type" to "String" and "Value" to the following expression:

addDays(utcNow(), variables('varNumDays'), 'yyyy-MM-dd')

Note: Click "Add dynamic content" > "Expression" to access the expression editor.

 

Click "New step", search for "SharePoint" and select the "Get items" action. Note: Microsoft Lists is really SharePoint, so that is why we are using the Power Automate SharePoint actions. 

 

Set the "Site Address" and "List Name" to your Issue Tracker site and list. 

 

Use the “Advanced options” to set “Filter query” to the following ODATA filter query:

DueDate eq '@{variables('varReminderDate')}'

Where "@{variables('varReminderDate')}" is the varReminderDate variable. 

Note: pay attention to the single quotes used in the ODATA filter query.

 

Click "New step", search for "Office 365 Outlook" and select the "Send an email (V2)" action.

 

Set "To" to Person or group the issue is assigned to Email (from the SharePoint Get items action). Power Automate will put this into a "Apply to each" loop so it can send multiple emails based on the previous "Get items" action.

 

Set "Subject" and "Body" to something similar to the image below.

 

My completed Flow looks like the image below.

 

Save and test the Flow. If you have items due in 30 days the owner will receive a reminder email.

 

 

This Flow is relatively simplistic in design and function but illustrates how value can be added to existing business processes by automating tasks and giving users an opportunity to act prior to a due date.

 

Thanks for reading.

 

NY

 

Adapted from normyoung.ca 

4 Comments

Once to add a new column of date type to a list  you get out of the box in Power automate top menu "send a reminder" date1111.JPG

 

Occasional Visitor

Thanks Norm - this is so helpful. I just used it to create a Weekly Project Tracker for my team. It sends email notifications for tasks due the following week. Amazing feature! Your instructions are so clear! -Joyce

Occasional Visitor

@stormin_30 

 

When replicating your flow, I get this error:

The expression "Due Date le 'addDays(utcNow(), variables('varNumDays'), 'yyyy-MM-dd')'" is not valid. Creating query failed.

 

I tried changing "Due Date" to "DueDate" and "le" to "eq". None of this works. The column on my SharePoint list is titled "Due Date".

 

Here is the flow:

nomad187_0-1633373426220.png

 

If any more info is needed to help solve this, please let me know.

 

Thanks

Hi @nomad187,

 

Go into the List Settings, click on the Due Date column and check the URL path shown in the browser to get the internal column name for use in the Flow.

 

I hope this helps.

 

Norm

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