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 a customized version of the Microsoft Lists Issue Tracker template. See Microsoft Lists: Updated Issue Tracker for more info.

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

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

Click “New” > “Scheduled-from blank”.

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

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

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')

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 you target site and list.  

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

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

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”. 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

• Microsoft Lists
• Power Automate