Others

How to Send SharePoint Contract Expiration Reminders with Power Automate

Maira Mehtab Sep 22, 2026 869 views

Question details

The user wants to set up an automated email notification system for a SharePoint list to send reminders exactly 90 days before a contract's End Date.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Managing a contract lifecycle and needing proactive alerts for upcoming renewals or expirations to complement existing conditional formatting.
Observed behavior: Visual conditional formatting is in place for dates 90 days out, but automated email alerts are lacking, requiring a custom workflow implementation.

Before you start

Ensure you have the necessary permissions to access the target SharePoint list and create workflows in Microsoft Power Automate for your organization's Microsoft 365 tenant.

Solution 1Recommended

Create a Scheduled Cloud Flow in Power Automate

Build a daily scheduled workflow that retrieves your SharePoint list items, identifies contracts reaching the 90-day threshold, and automatically dispatches an email reminder.

While SharePoint offers basic built-in reminders, a custom Power Automate flow provides the flexibility to check for precise dates and update the list to avoid spamming recipients.

Initialize a scheduled flow

Log into Microsoft Power Automate, go to 'Create', and select 'Scheduled cloud flow'. Set the flow to run once every day.

Retrieve SharePoint list items

Add the 'Get items' action. Select your SharePoint Site Address and choose the Contract List from the dropdown menu.

Filter for the 90-day threshold

Use an OData filter query in the 'Get items' action or add a 'Filter array' step to find items where the 'End Date' is exactly 90 days from the current date. You can use the expression addDays(utcNow(), 90, 'yyyy-MM-dd') to calculate this.

Send the email notification

Add an 'Apply to each' loop for the retrieved items. Inside the loop, insert a 'Send an email (V2)' action and configure it to alert the assigned contract manager.

Prevent duplicate emails

Add an 'Update item' step inside the loop to change a 'Reminder Sent' column in your SharePoint list to 'Yes'. Ensure your initial filter query excludes items where this column is already marked 'Yes'.

Power Automate Community Support: Since writing exact OData filter queries and date expressions can be complex, consider asking for formula assistance in the official Microsoft Power Automate community forums.

Free Microsoft Office alternative

Manage Your Contract Documents with WPS Office

While SharePoint and Power Automate are excellent for managing list data and workflows, you still need a powerful application to draft, edit, and sign the actual contract files. WPS Office is a lightweight, easy-to-use alternative that seamlessly handles your enterprise documents.

1. Download and Install: Get WPS Office for free from the official website and follow the quick installation process.
2. Open Your Contracts: Download your contract documents (.docx or .pdf) from SharePoint and open them directly in WPS Office.
3. Edit and Sign: Use WPS Writer to modify contract terms or WPS PDF to add digital signatures before uploading the final version back to your SharePoint repository.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx) stored in SharePoint.Built-in PDF editing tools for secure contract signing and text annotations.Lightweight application with a familiar UI, making migration smooth and effortless.Completely free to download and use for your daily document processing needs.

microsoft office alternative - wps office

Frequently Asked Questions

Can SharePoint send email reminders without using Power Automate?

SharePoint has a built-in 'Set a reminder' feature available under the Automate menu for date columns. However, this feature actually generates a basic Power Automate flow in the background. For advanced controls like tracking whether an email has already been sent, you must build a custom flow.

How do I prevent Power Automate from sending multiple emails for the same contract?

The best method is to create a Yes/No column in your SharePoint list called 'Reminder Sent'. Within your Power Automate flow, add an 'Update item' step to change this column to 'Yes' immediately after sending the email. Then, modify your initial 'Get items' filter to only pull items where 'Reminder Sent' is not equal to 'Yes'.

Why is my Power Automate scheduled flow failing to find expiring contracts?

This usually happens because of date formatting mismatches or incorrect column references. Ensure you are using the internal column name for the End Date in your OData filter, and that both the SharePoint date and your addDays() expression format the date as 'yyyy-MM-dd' without time stamps.

Office Quick Solutions