want flow to check file and send email to names with expiry dates

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Posted on by Dougers1

i have a sheet that i have and it has thousands of rows with data of names email addresses ect and then it shows the staff modules and when they expire. Is it possible for a flow to run through the sheet and if someone has an expired module then it sends this person an email to inform them of the module that needs to be completed

i have attached a sample file with the headings

Thanks

flow test file.xlsx

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David_MA 14,485 Super User 2026 Season 1 on at

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Yes, this is possible. You would set up your flow like this:

For the best results, I would rename the columns in your spreadsheet so they are all one word without any special characters. This is needed for the filter query that will be required to get the expired records. For example, I would rename "Equality & Human Rights" to "HER" instead.

You will also need to format the data into a table.

You will then need to set up the above for each of the nine courses in your spreadsheet (columns H:P).

Each time you will add a filter query specific to the course you want to get:

Be sure to set the DateTime Format to ISO 8601 as noted above and use the following for the expression: formatDateTime(utcNow(),'yyyy-MM-dd'). Be sure to put the expression in single quotes as shown.

The condition will check to make sure at least one item was returned. The expression in the condition is (length(outputs('List_rows_present_in_a_table')?['body/value'])):

If items are found, you will send the e-mails in the apply to each action under the True side of the condition, which you would configure to use the body/value from the Get Items action:

Then just replace the Compose Email action I show with an actual e-mail notification.

This is sample run with the data from the spreadsheet you posted:

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Dougers1 99 on at

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David

i had a go but having difficulties- can you help

this is my flow

this is my error msg

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David_MA 14,485 Super User 2026 Season 1 on at

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Your filter query is not correct. It needs to be like:

You are missing the eq which means equals and you do not have the date expression in single quotes. Additionally, you will need to update the column names to remove special characters and spaces.

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Dougers1 99 on at

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Hi Im new to all this- i have done a few simple ones but im having difficulty with this flow

it now stopping at email

Few Point

Would it be easier if the date section was changed to text for example if it says compliant then no email sent , if it say non compliant email is sent

my desired outcome is that it checks all the modules for the individual and then send one email with notification of what modules have expired

Please help

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Dougers1 99 on at

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this is my flow

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