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Tom_By's avatar
Tom_By
Copper Contributor
May 18, 2021

Sharepoint Library notify when there are items expiring within the next 7 days

Hi all,    I've search everywhere and I cannot seem to find an answer to my question.     I have a document library (Not a list) on my sharepoint site and I'd like to set up a flow to notify me i...
  • RobElliott's avatar
    May 18, 2021

    Tom_By yes you can do this using an array variable as shown in the screenshots below. In my Documents library there are 4 documents that are due for review in the next 7 days:

     

    The flow runs at 13.00 every day and the first action is to initialize an array variable. When doing date comparisons you need to have the date format as yyyy-MM-dd. So next we add 2 compose controls, one for today's date and one for the date 7 days ahead and format them a shown:

     

     

    Next, add a get files (properties only) action. But we only want to bring those items back from the library where the NextReview date is greater than or equal to the ComposeToday and less than or equal to the Compose7Days. So in the Filter Query field add NextReview ge '{output of the ComposeToday}' and NextReview le '{output of the Compose7days}'

     

    So that we can have them in order in the email we add NextReview into the Order By field:

     

     

    Next, add an Apply to each and select value from the dynamic content. I want to convert the NextReview date back to UK format but you might not need these next steps:  inside the apply to each add a compose control and add the NextReview column. Then add another compose and format it as shown.

     

    Next add an append to array variable and add the name and review date - I've used the output from the ComposeFormatDate compose for this:

     

     

    Next, - outside the apply to each - if you want to you can add a create html table action and add the array.

     

    Finally send the email and use the output from the create html table action.

     

     

    The email looks as shown below. It is possible to add another compose action to add formatting to the table but I've not done that on this occasion.

     

     

    Rob
    Los Gallardos
    Microsoft Power Automate Community Super User

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