In a SharePoint intranet portal, there will be times when you want to send birthday wishes using Power Automate. Let us see how to send wishes to employees by email as per the birth date in the SharePoint list using Power Automate or Microsoft Flow.
According to our requirement, we want to send a birthday email to employees. So, I have created a Scheduled cloud flow to send automated birthday emails from Outlook using Power Automate.
The flow will trigger every day at 10:00 AM and check whose birthday is today, and it will send birthday emails to everyone (whose birthday is today).
First, we need to store the employee’s information, including their birthdays, in a SharePoint Online list.
So, create a SharePoint Online List. Here, I’m going to use the below SharePoint Online Send a Happy Birthday email to Employees list consisting of below columns,
- Employee ID – default title column
- EmployeeName – Person or group column
- DOB – Date column
- Email ID – Text column
Now, we can create our flow for sending automated birthday emails using Power Automate. And we will create a scheduled cloud flow that will trigger every day automatically. First, the flow will check whose birthday is today.
So now we will get all the items from the SharePoint list using the Get items flow action, and then in the flow, we will check the DOB column with today’s date. And, if it is equal, then we will send birthday emails to those people using Power Automate it will not do anything. This will check for all the items in the SharePoint list.
How to send Birthday email using Power Automate
Let us see how to send birthday emails automatically in Outlook using Power Automate flow.
Follow the below steps to send birthday email wishes to employees by applying conditions based on the DOB column presented in a list.
- Log in to Power Automate flow using the 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, so I have selected every 1 day.
Select +new step, choose Get items action from the action triggers, and configure the SharePoint site address and list name.
This will get all the items from the SharePoint list.
Add a new step and select Apply to each control, select the output from the previous steps, and pass the values from dynamic content.
Add a compose data operation and add the DOB value from the dynamic content.
Add another compose data operation and add the below expression to format only the date and month from the DOB value.
Add a condition control inside Apply to each block. Select the output of the compose action in the Condition and then “is equal to”. Then, in the expression, write the below formula that will get today’s date based on the “MM-dd” format.
And then in the If yes, use a Send an email (V2) action like below where provided:
- To: Enter the employee email name (email address)
- Subject: Enter a subject line for the birthday wish
- Body: Enter a body for the birthday wish for the email.
On the “If no” block, leave it blank.
Then, Save the flow, and the flow will trigger on the Scheduled time. Once the scheduled flow runs successfully. You can see the screenshot below after the flow triggers.
They will receive an email as per the birth date in the SharePoint list in Outlook like below:
This is how to send wishes to employees by email as per the birth date in the SharePoint list using Flow.
I hope you know how to send automated birthday emails from Outlook using Power Automate. We have created a complete flow that will trigger every day and send birthday emails using power automate, with two different approaches. This is how to send birthday wishes to employees by email as per the birth date in the SharePoint list using the Power Automate flow.
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After working for more than 15 years in Microsoft technologies like SharePoint, Office 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (9 times). I have also worked in companies like HP, TCS, KPIT, etc.