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How to Create a Power Automate Email Reminder from a Calculated Date

Kushani Nimanthika Oct 10, 2026 869 views

Question details

The user needs to send an automatic reminder email to a document owner listed in a SharePoint or Microsoft Lists record when a specific calculated date is reached.

Product: Microsoft Power Automate, SharePoint, Microsoft Lists
Device & OS: not provided
Scenario: Automating email notifications based on dynamic, calculated date fields in a collaborative list or document library.
Observed behavior: The user is looking for the correct configuration and flow logic to continuously monitor a calculated date and trigger an email action to a dynamically assigned owner.

Before you start

Ensure you have permission to create and manage Power Automate flows in your Microsoft 365 environment, and verify that your SharePoint list has a valid 'Calculated' column outputting date values.

Solution 1Recommended

Create a Scheduled Cloud Flow in Power Automate

Configure a scheduled flow that runs daily, compares the current date to the calculated date in your list, and triggers an email to the document owner.

Since calculated columns in SharePoint do not automatically trigger 'When an item is created or modified' events, you must use a Scheduled Flow to periodically check the dates.

Create a new scheduled flow

Log into Power Automate, click 'Create' on the left menu, and select 'Scheduled cloud flow'. Name your flow and set it to run on a daily schedule.

Retrieve items from SharePoint

Add the 'Get items' action. Select your Site Address and List Name from the dropdown menus to retrieve the records.

Add a condition to check the date

Add a 'Condition' control. On the left side, select your calculated date column from the dynamic content. Set the operator to 'is equal to', and use the expression formatDateTime(utcNow(), 'yyyy-MM-dd') on the right side.

Configure the email action

In the 'If yes' branch of your condition, add a 'Send an email (V2)' action. In the 'To' field, insert the dynamic content for the Document Owner's Email, and customize the subject and body with details from the list item.

Create a Scheduled Cloud Flow in Power Automate

Optimize Flow Performance: To prevent the flow from retrieving thousands of irrelevant records, use an OData Filter Query in the 'Get items' action to only pull items where the status is active.

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Frequently Asked Questions

Why isn't my Power Automate condition matching the calculated date?

Calculated dates in SharePoint often include time formatting that misaligns with Power Automate's current UTC time. Ensure you use the 'formatDateTime()' expression on both sides of the condition to compare just the date strings (e.g., 'yyyy-MM-dd').

Can I send the reminder email to multiple people listed in the same record?

Yes. If your document owner column allows multiple selections, Power Automate will return an array of emails. You can use the 'Join' data operation to combine these emails with a semicolon before placing them in the 'To' field of the email action.

Is it possible to send the reminder 3 days before the calculated date?

Yes. In your condition, instead of comparing the calculated date to the current date, compare it to a future date by using the expression addDays(utcNow(), 3, 'yyyy-MM-dd').

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