SharePoint Document Issues

How to Send SharePoint Renewal Reminders to a Team via Power Automate

Olivia Miller Oct 14, 2026 869 views

Question details

The user needs a method to send automated email reminders to a team when SharePoint documents are due for renewal, ensuring the email includes the specific document name and a direct link to the file.

How to Send SharePoint Renewal Reminders to an Entire Team

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Automating team notifications for upcoming document renewal dates stored in a SharePoint list or library.
Observed behavior: The current setup sends renewal emails but lacks specific document identification; the goal is to dynamically insert the document name and clickable link into the notification.

Before you start

Ensure you have permission to access the target SharePoint list or library and the necessary licenses to create scheduled cloud flows in Microsoft Power Automate.

Solution 1Recommended

Create a Scheduled Cloud Flow in Power Automate

Build a scheduled flow that checks your SharePoint list daily and automatically emails designated team members with document details when renewal dates are approaching.

Using a scheduled cloud flow allows you to regularly query SharePoint metadata without manual intervention. By retrieving specific items, you can pull dynamic content like the document's file name and direct URL to enrich the automated email.

Set Up a Scheduled Trigger

Log into Power Automate, click 'Create', and select 'Scheduled cloud flow'. Set the flow to run on a daily recurrence so it consistently checks for approaching renewal dates.

Retrieve SharePoint Items

Add a new step and choose the 'Get items' or 'Get files (properties only)' action. Select your SharePoint Site Address and the specific Library or List Name that contains your documents.

Filter and Check Dates

Use an OData filter query in the 'Get items' step, or add a 'Condition' action within an 'Apply to each' loop to identify documents where the renewal date matches your target timeframe.

Configure the Email Notification

Inside the 'If yes' branch of your condition, add the 'Send an email (V2)' action. In the 'To' field, enter your team's distribution list or retrieve email addresses dynamically from the SharePoint metadata.

Insert Document Details and Links

Click inside the email body. From the Dynamic Content menu, insert the document's 'Name' (or 'File name with extension') and select the 'Link to item' field. This ensures the email contains a clickable direct link to the file.

Save and Test

Save your flow. Use the 'Test' button in the upper right corner to run a manual test, verifying that the team receives the email and the document link opens correctly.

Create a Scheduled Cloud Flow in Power Automate

Pro Tip: To make the email look more professional, you can use the HTML view in the email body editor to format the 'Link to item' as a clickable hyperlink text (e.g., <a href="[Link to item]">Click here to view document</a>).

Free Microsoft Office alternative

Edit Your Renewed SharePoint Documents with WPS Office

While Power Automate handles your scheduling and reminders, you still need a reliable tool to update those documents. WPS Office is a powerful, lightweight alternative that lets you view, edit, and collaborate on your downloaded SharePoint files with exceptional ease.

1. Download the App: Visit the official WPS website to download the free office suite for your operating system.
2. Install WPS Office: Run the setup file and follow the prompt to install the lightweight application on your device.
3. Open and Edit: Click the document link from your renewal email, download the file, and seamlessly edit it using WPS Office.

Seamlessly compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Incredibly lightweight and fast, ensuring quick access to urgent documents.Familiar user interface with zero learning curve for your entire team.Completely free basic version covering all standard editing, formatting, and saving requirements.

Frequently Asked Questions

Why is the 'Link to item' field missing in my Power Automate email?

If 'Link to item' is missing from your dynamic content, ensure your previous step is 'Get items' (for lists) or 'Get files (properties only)' (for document libraries). Also, make sure your cursor is actively placed in a text field (like the email body) before searching the dynamic content menu.

Can I send reminders to individual document owners instead of the whole team?

Yes. Instead of entering a static team email address, you can use dynamic content to place the 'Created By Email' or a custom 'Assigned To Email' field into the 'To' line of the Send an email action.

How do I trigger the email exactly 30 days before the document renewal date?

You can use an OData Filter Query in your 'Get items' step. Write an expression like `RenewalDate eq '@{addDays(utcNow(), 30, 'yyyy-MM-dd')}'` to only pull documents that are exactly 30 days away from their renewal deadline.

Document & File Issues