How to Send Email based on Date in SharePoint list using Power Automate?

Recently, I got a requirement to send an email based on the due date in a SharePoint list using Power Automate.

In this Power Automate tutorial, I will show you how to send email based on date in SharePoint list using Power Automate.

Here, I have taken an example of a SharePoint “Employee leave track”, that has a “Leave Date” column. My requirement here is to send an email to the manager if the Leave Date is today.

Let us create the flow step by step.

Power Automate Send Email Based On Date In SharePoint List

Using Power Automate, let’s see how to send an email based on a specific date within a SharePoint list.

To explain this example, I have created a SharePoint list with a few columns, as shown in the screenshot below:

Column NameColumn Type
EmployeeIDdefault title column
EmployeeNamePerson or Group
Leave TypeChoice type
Leave DateDate type
ManagerPerson and Group column
How to send an email based on SharePoint list date

Scenario:

In the SharePoint Online list [Employee Leave Track], if the Leave Date is equal to Today’s date -> Send an email to the Manager about the list of leaves.

To work around this, follow the below instructions:

1. Open the Power Automate Home page and click + Create -> select Scheduled cloud flow. Click on the Create button.

In the Recurrence trigger, add the below-shown parameters:

  • Interval: Provide the number of time intervals that the flow should run.
  • Frequency: Select the frequency from drop-down.
  • Time Zone: Choose the timezone from the drop-down.
  • Start Hours: Provide the start hours when the flow should run.
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Click on the Create button.

Here, I have set the parameters to run the flow every day.

power automate send email based on date in sharepoint list

2. Choose the Get Items flow action to get all the items from the SharePoint list.

Provide the required Parameters:

  • Site Address: Select the SharePoint site address
  • List Name: Select the created list name from the dropdown

Click on the Show all.

In the Filter query field, use the below expression:

LeaveDate eq '@{formatDateTime(utcNow(),'MM/dd/yyyy')}'

In the filter query expression, provide the internal name of a SharePoint list column.

power automate send email based on due date in sharepoint list

3. Add a Create an HTML table action, to get the list of SharePoint details in a table.

Set the details like:

  • From: Select value from the dynamic content
  • Columns: Choose a Custom column to add the required details.
power automate send email based on due date in sharepoint list

4. To send an email, click the Insert new step icon. Select Send an email(V2) action. Then, provide the required parameters

  • To – Take Manager Email from dynamic content.
  • Subject – Enter the subject of the mail
  • Body – From the dynamic content, select the output of the Create HTML table.
power automate send email based on date in sharepoint list

5. Now, save and run the flow manually.

6. Now add an item to the SharePoint list with Today’s date in the Leave Date column, as shown in the screenshot below:

send email based on due date in sharepoint list in power automate

7. When the flow runs successfully, the manager will receive an email in Outlook with the list of leaves in the table.

Refer to the image below:

send email based on date in sharepoint list in power automate

This is how to send an email based on the specific date in the SharePoint list using Power Automate.

Conclusion

By following the above steps, you can send an email based on the date in the SharePoint list in Power Automate, and in the same way, you can do an example for “Power Automate send email based on due date in SharePoint list“.

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