Send email reminders from Microsoft Lists using Power Automate

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.

Customize Issue Tracker from Microsoft Lists

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”.

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”.

Build a scheduled flow

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

Recurrence advanced options

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

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

Initialize variable

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')

Initialize variable

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')}'

SharePoint Get Items

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.

Send an email action

My completed Flow looks like the image below.

My completed Flow

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

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

10 thoughts on “Send email reminders from Microsoft Lists using Power Automate

    1. Great question and something I should have included in the Flow.

      Update the SharePoint Get items action Filter Query to:

      DueDate eq ‘@{variables(‘varReminderDate’)}’ and Status ne ‘Completed’

      I hope this helps and thanks for reading!

      NY

      Like

      1. It is currently set that way. In the “Send an email” action the “To” value is set to “Person or group the issue is assigned to Email”. Let me know if I can further clarify.

        I hope this helps and thanks for reading!

        NY

        Like

  1. How can I send an email automatically when a new issue is assigned to a specific person?
    Not a reminder that their action or issue is due on xx days. But something like: “A new issue has been assigned to you” from the moment I added a new issue. Currently, they don’t receive notifications when I assigned task to them. Thank you!

    Like

    1. Hi Fox,

      Create a new automated Flow using the “When an item is created” trigger. Add a “Send an email” action and set “To” to “Person or group the issue is assigned to Email”.

      I hope this helps and thanks for reading.

      NY

      Like

  2. Hi
    love the article as it has provided a much needed example of real flow.
    Question more in context of the Issue Log Tracker – how to do stop the count of number of days outstanding (Days Old) when the status is complete? At the moment in my tracker the count keeps going even though the item is complete.
    Thanks

    Like

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