Power Automate Send Reminder Emails

Last week, while working with the Expense Claims Power Apps application, I received a requirement to send reminders to approvers if any expense claims status is in progress and the due date is today or within the current day. To achieve this, I used the Power Automate scheduled flow.

In this article, I will explain how to send automated reminder emails with a Power Automate scheduled flow.

Create Power Automate Scheduled Flow to Send Email Notifications

Before creating a scheduled flow in Power Automate to send email reminders, here is the SharePoint list that contains employee expense claims.

Here are the SharePoint list column details:

Now, follow the steps below to create a scheduled flow:

1. Open Power Automate -> Click on +Create on left nav ->Choose Scheduled cloud flow ->Provide the details below:
   • Flow name = Provide flow name.
   • Starting = Select the date when the flow needs to start running.
   • at = Choose time.
   • Repeat every
     • Frequency = Provide a number.
     • Choose Day from the options [Second, Minute, Hour, Day, Week, Month]

Then click on Create.

2. Add a SharePoint ‘Get items‘ action and apply the filters as specified below.
   • Site Address = Choose site address.
   • ListName = Choose list name.
   • Filter Query :

ApprovalStatus eq 'In Progress'

Here, ApprovalStatus is the field’s internal name, and ‘In Progress‘ is the status value.

3. Then add a condition action and provide the condition as given below:
   • Choose AND condition, and select the DueDate field dynamically from the ‘Get Items’ action.
   • Then, choose the comparison “is less or equal to” and provide the right-side placeholder with the utcNow() function from the expression.

4. On True condition, add the Send an Email (V2) action.
   • To = Take approver email dynamically from “Get items” action.
   • Subject = Provide subject.
   • Body = Provide body and, in between, dynamically choose the required information.

Once it is done, the For each loop will be automatically created on top of the condition. Save the changes and test it manually once. Then, based on the time you choose, the flow will run daily and check if there are any records with a status of ‘in progress’ and a due date within today; then, a reminder will be sent to the approver.

Here you can see, I got a reminder email for the expense claim, where the status is in progress and the due date is today.

I hope you found this article helpful!, Here, I have explained how to automate reminder emails using Power Automate’s scheduled flow. Follow this article when you are also trying to schedule a flow based on the pending requests.

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Preeti Sahu

Preeti Sahu is an expert in Power Apps and has over six years of experience working with SharePoint Online and the Power Platform. She is the co-author of Microsoft Power Platform: A Deep Dive book. As a Power Platform developer, she has worked on developing various tools using Power Apps and Power Automate. She also makes Microsoft 365 videos and shares them on YouTube.