Power Automate Send 7 or 14 Day Task Due Reminder Emails

Here is the complete tutorial for sending a Power Automate Send 7 or 14 Day Task Due Reminder Emails. I have explained how to send email reminders to multiple users from a SharePoint list using Power Automate.

Scenario:

Recently, I got a requirement to send 7 or 14-day task email reminders for the assigned task users based on the Due Date column in the SharePoint Online List. The requirement is to send an email for the following cases mentioned in the table:

Task Due Days	The task-assigned users will be reminded that the task has already expired for 7 days.
DueDate is Today	The task-assigned users will be reminded that the task expires today.
7 days before	The task-assigned users will be reminded that the task will expire in 7 days.
14 days before	The task-assigned users will be reminded that the task will expire in 14 days.
7 days after	The task-assigned users will be reminded that the task has expired for 14 days.
14 days after	The task-assigned users will be reminded that the task has expired for 14 days.

To meet this requirement, follow the exact steps mentioned below. I’m confident you can also send email reminders regarding task due dates to the task-assigned users.

Power Automate Send 7 or 14 Day Task Due Reminder Emails

Let us see how to send 7 or 14-day task reminder emails using Power Automate flow.

Step-1:

Create a SharePoint Online List. Here, I’m going to use the below SharePoint Online TaskList consisting of,

Column Names	Data Types
TaskName	default title column
AssignedTo	Person or Group type
TaskPriority	Choice type
TaskStatus	Choice type
DueDate	Date and Time type

Now, we will create four calculated columns to calculate the date values based on the DueDate column.

• DueDateBefore7days
• DueDateBefore14days
• DueDateAfter7days
• DueDateAfter14days

To create a calculated column, Go to list settings -> create column -> Enter a column name and choose the Calculated option.

Under Formula, enter the formula below, choose the return data type as Date and Time, and click the OK button. Here, I have calculated and created a column DueDateBefore7days

=DueDate-7

In the same way, create another three calculated columns in the SharePoint list by using the below formulas:

To calculate DueDateBefore14days, use the below formula:

=DueDate-14

To calculate DueDateAfter7days, use the formula below:

=DueDate+7

To calculate DueDateAfter14days, use the below formula:

=DueDate+14

Our SharePoint Task List view looks as below, after calculating the date values based on the due date column.

Now, we can create a flow to send email reminders for tasks due from the SharePoint list.

Step-2:

• Log in to Power Automate flow using the Microsoft credentials, and select +Create -> Scheduled cloud flow.
• Enter the flow name, choose the Starting Date, Time, and Repeat frequency, and click the create option. I want to run the flow daily at 10.00 AM, so I have selected every 1 day.

Step-3:

Select +new step and add a compose data operation to get today’s date value. Pass the below utcNow() expression as an input, which returns the current date value.

utcNow()

Step-4:

Add a new step and select Get items action from action triggers. Provide the SharePoint site Address and List Name to retrieve all the items presented in the SharePoint list.

Step-5:

Select the initialize variable action from the action triggers; later we will use it in our flow. Enter the variable name, and choose the variable type as String.

Step-6:

Add a new step, select initialize variable, enter the variable name, and choose the variable type as String. Later, we use it In our flow.

Step-7:

Now, Add a condition to check if the date values presented in the SharePoint list are equal to Today’s date value. For all the five date columns presented in the SharePoint list, If Yes, then we will send an email to notify the assigned users; if no, leave it blank.

• DueDate
• DueDateBefore7days
• DueDateBefore14days
• DueDateAfter7days
• DueDateAfter14days

Add a new step and select Apply to each control, select the output from the previous steps, and pass the values from dynamic content.

Inside the apply to each loop, add the below cases:

Case-1: (DueDate is equal to Today)

• Select a new step and add the Condition control to check if the DueDate is equal to Today.

formatDateTime(outputs('Today'),'yyyy-MM-dd')

• If Yes, choose apply to each control and Pass the Assigned To the dynamic content value to get the dynamic content value of the Display name of assigned users.
• Select the set variable action and generate a dynamic URL to send an email with the assigned task item. In the Name field, select the initialized variable LinktoItem from the dropdown. In the value section, pass the below value.

<a href='@{items('Apply_to_each')?['{Link}']}'>@{items('Apply_to_each')?['Title']}</a>

• Select the set variable action to apply conditional formatting for the DueDate column to send an email with the DueDate value in orange color. In the Name field, select the initialized variable DueDate from the dropdown. In the value section, pass the below value.

<span style="background-color:Orange;">@{formatDateTime(items('Apply_to_each')?['DueDate'],'MM/dd/yyyy')}</span>

• Add a Send an email(V2) action and Pass the To as AssignedTo Email, Subject, and Body from Dynamic content values.

formatDateTime(outputs('Today'),'MM/dd/yyyy')

Case-2: (DueDateBefore7days is equal to Today)

• Select a new step and add the Condition control to check if the DueDateBefore7days is equal to Today.
• If Yes, select apply to each control and Pass the Assigned To the dynamic content value. Choose the set variable action and generate a dynamic URL to email the assigned task item.
• In the Name field, select the initialized variable LinktoItem from the dropdown. In the value section, pass the below value.

<a href='@{items('Apply_to_each')?['{Link}']}'>@{items('Apply_to_each')?['Title']}</a>

• Select the set variable action to apply conditional formatting for the DueDate column to send an email with the DueDate value in green color. In the Name field, select the initialized variable DueDate from the dropdown. In the value section, pass the below value.

<span style="background-color:#77ff33;">@{formatDateTime(items('Apply_to_each')?['DueDate'], 'MM/dd/yyyy')}</span>

• Add a Send an email(V2) action and Pass the To as AssignedTo Email, Subject, and Body from Dynamic content values.

formatDateTime(items('Apply_to_each')?['DueDateBefore7days'], 'yyyy-MM-dd')

formatDateTime(outputs('Today'),'yyyy-MM-dd')

Case-3: (DueDateBefore14days is equal to Today)

• Select a new step and add the Condition control to check if the DueDateBefore14days equals Today.
• If Yes, select apply to each control and Pass the Assigned To the dynamic content value. Select the set variable action and generate a dynamic URL to email the assigned task item.
• In the Name field, select the initialized variable LinktoItem from the dropdown. In the value section, pass the below value.

<a href='@{items('Apply_to_each')?['{Link}']}'>@{items('Apply_to_each')?['Title']}</a>

• Select the set variable action to apply conditional formatting for the DueDate column to send an email with the DueDate value. in green color In the Name field, select the initialized variable DueDate from the dropdown. In the value section, pass the below value.

 <span style="background-color:#77ff33;">@{formatDateTime(items('Apply_to_each')?['DueDate'], 'MM/dd/yyyy')}</span>

• Add a Send an email(V2) action and Pass the To as AssignedTo Email, Subject, and Body from Dynamic content values.

formatDateTime(items('Apply_to_each')?['DueDateBefore14days'],'yyyy-MM-dd')

formatDateTime(outputs('Today'), 'yyyy-MM-dd')

Case-4: (DueDateAfter7days is equal to Today)

• Select a new step and add the Condition control to check if the DueDateBefore14days equals Today.
• If Yes, choose apply to each control and Pass the Assigned To the dynamic content value. Select the set variable action and generate a dynamic URL to email the assigned task item.
• In the Name field, select the initialized variable LinktoItem from the dropdown. In the value section, pass the below value.

<a href='@{items('Apply_to_each')?['{Link}']}'>@{items('Apply_to_each')?['Title']}</a>

• Select the set variable action to apply conditional formatting for the DueDate column to send an email with the DueDate value in red color. In the Name field, select the initialized variable DueDate from the dropdown. In the value section, pass the below value.

<span style="background-color:#ff6666;">@{formatDateTime(items('Apply_to_each')?['DueDate'], 'MM/dd/yyyy')}</span>

• Add a Send an email(V2) action and Pass the To as AssignedTo Email, Subject, and Body from Dynamic content values.

formatDateTime(items('Apply_to_each')?['DueDateAfter7days'],'yyyy-MM-dd')

formatDateTime(outputs('Today'), 'yyyy-MM-dd')

Case-5: (DueDateAfter14days is equal to Today)

• Select a new step and add the Condition control to check if the DueDateBefore14days equals Today.
• If Yes, choose apply to each control and Pass the Assigned To the dynamic content value. Select the set variable action and generate a dynamic URL to email the assigned task item.
• In the Name field, select the initialized variable LinktoItem from the dropdown. In the value section, pass the below value.

<a href='@{items('Apply_to_each')?['{Link}']}'>@{items('Apply_to_each')?['Title']}</a>

• Select the set variable action to apply conditional formatting for the DueDate column to send an email with the DueDate value in red color. In the Name field, select the initialized variable DueDate from the dropdown. In the value section, pass the below value.

<span style="background-color:#ff6666;">@{formatDateTime(items('Apply_to_each')?['DueDate'], 'MM/dd/yyyy')}</span>

• Add a Send an email(V2) action and Pass the To as AssignedTo Email, Subject, and Body from Dynamic content values.

formatDateTime(items('Apply_to_each')?['DueDateAfter14days'],'yyyy-MM-dd')

formatDateTime(outputs('Today'), 'yyyy-MM-dd')

Step-7:

Our complete send email reminders flow looks like the below: Save the Flow.

• The Scheduled Flow Runs based on the Scheduled date and time and Repeat frequency. My Current Date is (08/31/2023). My Flow runs at 10:00 AM.
• Below displayed is my SharePoint list, which has a current date value on all the five list items.
  • 1st item assigned users will get a task reminder of the Due date Today
  • 2nd item item-assigned users will get a task reminder for the Due date before 7 days
  • 3rd item assigned users will get a task reminder for the Due date before 14 days
  • 4th item assigned users will get a task reminder for the Due date after 7 days
  • 5th item assigned users will get a task reminder for the Due date after 14 days

Once the scheduled flow runs successfully, The assigned users will receive an email in Outlook.

1st SharePoint list item falls under Case-1 in our flow (DueDate is equal to Today). So two assigned users(Roselin and Ganesh Yadav) will get an email reminder that the Task Due date is Today.

Similarly, the 2nd SharePoint list item falls under Case-2 in our flow (DueDateBefore7Days is equal to Today). So, the assigned user(Preeti) will get an email reminder that the Task will expire in 7 days.

3rd SharePoint list item falls under Case-3 in our flow (DueDateBefore14days is equal to Today). The two assigned users( HariPriya Dhall and Roselin) will get an email reminder that the Task will Expire in 14 Days.

In the same way, the 4th SharePoint list item falls under Case-4 in our flow (DueDateAfter7 days is equal to Today). The assigned user (Roselin) will get an email reminder that the Task has expired for 7 days.

5th SharePoint list item falls under Case-5 in our flow (DueDateAfter14days is equal to Today). So, the assigned user(HariPriya Dhall) will get an email reminder that the Task has already expired for 14 Days.

This is how to send email reminders from the SharePoint list using Power Automate flow.

Conclusion

In this Power Automate tutorial, I have clearly explained how to send 7 or 14-day task reminder emails using Power Automate or Microsoft Flow. And how to generate dynamic links and add conditional formatting for the Due date values to items using Microsoft Flow within the Send an email flow action.

Also, you may like some more Power Automate tutorials:

• Expense Reimbursement and Approval using Power Automate [SharePoint List, Microsoft Forms, Planner]
• Power Automate Multilevel Approvals [Digital Purchase Order]
• How to Send Email Reminders from a SharePoint List using Power Automate?
• How to Check if an item exists in a SharePoint list using Power Automate?
• How to Create Hyperlink Dynamic Content in Power Automate?
• How to Convert time zone in Power Automate?