How to Create SharePoint Reminders After a Specified Date
Question details
The user needs to set up automated reminders for SharePoint calendar events or list items that trigger at defined intervals, such as four or six months after a specific item date.
- Product
- SharePoint / Power Automate
- Device & OS
- not provided
- Scenario
- Automating schedule tracking and deadline notifications for items stored in SharePoint lists or calendars.
- Observed behavior
- Information and steps are required to calculate reminder dates and execute sequential email alerts using Power Automate.
Verify that you have an active Microsoft 365 subscription with permissions to manage the target SharePoint list and to create flows in Power Automate.
Configure a Power Automate Scheduled Flow for SharePoint Reminders
Build a scheduled flow that runs daily to retrieve SharePoint items, calculate date intervals, and send automated email reminders when the conditions are met.
A Power Automate Scheduled Cloud Flow is the best way to handle periodic reminders. Instead of checking items the moment they are created, the flow runs periodically (e.g., every day) to evaluate if the current date matches the required baseline interval (e.g., exactly six months after the item date).
Log in to make.powerautomate.com. From the left pane, select 'Create', choose 'Scheduled cloud flow', name your flow, and set it to repeat every '1 Day'.
Add a new step and select the 'Get items' action for SharePoint. Fill in your SharePoint Site Address and select the specific List Name containing your items
To prevent processing closed or irrelevant tasks, click 'Show advanced options' in the 'Get items' action and use an OData Filter Query (e.g., Status ne 'Completed').
Add a 'Condition' step. In the condition field, use expressions like 'addMonths(item()?['YourDateColumn'], 6)' to calculate the 6-month mark, and check if it is equal to or less than 'utcNow()'.
In the 'If yes' block, add the 'Send an email (V2)' action. Add dynamic content to personalize the email subject, recipient (using the list's 'Assigned To' email), and message context.
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Frequently Asked Questions
Can I configure Power Automate to send reminders before the specified date rather than after?
Yes. Instead of adding months or days, you can calculate the reminder date by using negative values in the expression (e.g., addDays(utcNow(), -7)) to trigger an email exactly 7 days before the target date.
Do I need a premium Power Automate license to run SharePoint reminders?
No, the standard SharePoint connectors ('Get items') and standard Outlook/Office 365 email connectors ('Send an email') are included in most standard Microsoft 365 business and enterprise plans.
Why does my scheduled flow send duplicate emails every day?
If your condition checks whether the current date is 'greater than' the target date, it will continue to trigger every day thereafter. Ensure you update an item status column to 'Reminder Sent' after sending the email, and filter out those items in your 'Get items' OData query to prevent duplication.
