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Power automate send email notification for a date column in lists

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Posted on by МР-30040849-0

I have a SharePoint List with vehicles. I have a date column (vehicle insurance date), I want to send email notification for certain users when this date approach - 7 days before the date.
My list name is: https://XXX.sharepoint.com/sites/PowerBIReports/Lists/List/AllItems.aspx
Column name is: KASKOTO
User for email is: rifay@XXX.com

I tried ChatGPT / Copilot but no success. Thanks in advance!

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rzaneti 4,241 Super User 2025 Season 2 on at

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Hi @МР-30040849-0,

Could you please share an image of your flow design so far? Then we will be able to provide you further guidance.

Based on your description, you will need:

- Scheduled trigger

- Get items action to retrieve SharePoint List records, with a filter on the date column and an addDays expression

- An Apply to each loop, to iterate all SP List records

- A Send an email action inside Apply to each

It looks like the Get items action may be the most challenging one, since you need to use an expression. While we wait for the images of your flow, you can refer to this blog for a broader context on how to handle dates in Power Automate, including the addDays expression: https://digitalmill.net/2024/06/17/how-to-count-business-days-between-two-dates-in-power-automate/

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МР-30040849-0 2 on at

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Hello, I don't have a flow at the moment. I have tried more than 10 flows and deleted everything. Now I want to start from scratch. You are right what I need, but how to do it correctly?

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Inogic 1,135 Super User 2025 Season 2 on at

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Hi,

I have created a site that has a List which is having vehicle insurance date column in it. Please refer to the screenshot below

here are the steps that you need to follow to create a Power Automate flow which will send email notification to certain users when the date approaches - 7 days before the date.

1) Trigger – Recurrence: the flow trigger as recurrence flow which will run every day once
2) Get Items: Add a Get items step to retrieve records from your SharePoint list.

Site Address: Choose the site where your list is located.
For example: https://XXX.sharepoint.com/sites/PowerBIReports

List Name: Select the name of your SharePoint list that contains the Vehicle Insurance Date column.

3) Apply to Each:
Add an Apply to each action to loop through each item returned by Get Items.

4) Compose (vehicleInsuranceDate):
Inside the loop, add a Compose action to extract the insurance date.

Use the expression: items('Apply_to_each')?['vehicleinsurancedate']

4) Compose (dayDifference)
Add another Compose action to calculate the difference in days between today and the insurance date.

expression : div(sub(ticks(outputs('vehicleInsuranceDate')),ticks(utcNow())),864000000000)

This calculates:
dayDifference = Vehicle Insurance Date - Today (in days)

5) Condition
Add a Condition action to check if the day difference is exactly 7

6) Send an Email
Inside the "Yes" branch of the condition, add a Send an email (V2) action to send a notification to the required users.

Hope this helps.

Thanks!

Inogic

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