Send Email Notification To Owner Based On Content ExpiryDate Using Power Automate

Introduction

In this article, we will see how we can use power automate to send email notification to content owner once content is approaching the expiry period or already expired.

I will explain with an example wherein I have taken SharePoint List as a database.

Let’s start with a scenario in which I am going to explain how to send email yearly, bi-annually, monthly, weekly, and daily if my content is approaching the expiry period or already expired.

So content owner can review and update the content if the content is out of date and also content owner can reset the expiry period.

Content Expiry Period Scenarios

Below are the scenarios to send email notifications to the owner,

• Week (notification one day post expiry)
• Month (notification one week before expiry and one day post expiry if expired)
• Quarter (notification two weeks and one week before expiry and one day post expiry if expired)
• Bi-Annually (notification one month and two weeks and one week before expiry and one day post expiry if expired)
• Year (notification one month and two weeks and one week before expiry and one day post expiry if expired)

Sharepoint list

Here we have columns like ReviewDate, ExpiryPeriod (Choice), ContentOwner, and Name.

Power automate

We will create the recurrence flow to check all the documents in demo library and based on review date and expiry period we will send email notification to content Owner.

Also we can check if this content is going to expire yearly, monthly, or weekly basis.

Let's have a look at our power automate.

Step 1

First we need to create a recurrence trigger action.

Step 2

We can get the list of all items from SharePoint list using Get Items action and apply each for all the expiry period conditions 

Step 3

We can use date-time actions to check the yearly, weekly, and monthly conditions.

We need to take care of three things as below, we have taken example for month and similarly, we can use for yearly, weekly.

• Base time (Review Date )
• Interval (1) - One month
• Time Unit (month)

 

Step 4

As per below screenshot we have used for month condition and sending email notification to Owner.

Get user profile - we have used it to get the content owner display name.

Conclusion

In this article, I have tried to explain how to send email notification to content owner once content is approaching the expiry period or already expired using power automate.

I hope you enjoy reading the article here. Please like and share if you like the content. Thanking you.