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Flow based on a SharePoint List Date and TIme

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Posted on by leslie_rivera

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I am trying to build a flow to send me an email based on the date and time of a SharePoint list column. I know I am doing something wrong I just cant figure it out.

Its on a recurrence schedule. The column is called Nextupdate format Date and Time (the time is the most important part).

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Building flows

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creativeopinion

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@leslie_rivera You might find these video tutorials helpful:

Send Emails Based on a 📆 Date Column in SharePoint with Microsoft Power Automate

In this Microsoft Power Automate tutorial, I’ll show you how to build a flow that will send a Happy Birthday email to a user based on a date column in a SharePoint list.

The SharePoint list also contains a column with a Manager’s name which we’ll use to send a three-day and day of reminder to the user’s manager.

This automation will use the Filter Array action to filter out all SharePoint list items where the user’s birthday is today or in three days.

This flow can apply to a variety of scenarios such as:

📅 Student Birthdays

📅 Project Due Dates

📅 Contract/Membership Renewals

📅 License Expirations

📅 Client Anniversaries

IN THIS VIDEO:

✅ How to Send an Email based on a Date Column in SharePoint

✅ Using the Recurrence Trigger in Power Automate

✅ How to Use the Filter Array Action with multiple conditions

✅ How to Get Dynamic Content from a Filter Array Action

✅ How to Get a Date Three Days from Today

✅ How to Create a Dynamic Date Based on utcNow()

✅ How to Return a Count of Items

✅ How to initialize and set a variable

✅ How to use the Send an Email (V2) action

✅ How to send test emails

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How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items | Build THIS Power Automate Flow

IN THIS VIDEO:

✅ How to send multiple list items in a single email with a Power Automate Flow

✅ How to create a dynamic date range

✅ How to use the Convert Time Zone action

✅ How to use a Filter Query in the Get Items action

✅ How to count number of items in an array

✅ How to use the Select action to extract a users display name and email address

✅ How to create a unique list of email addresses

✅ How to use the Create HTML Table action

✅ How to customize the HTML Table with CSS styles

✅ How to use the Send an email (V2) action

✅ How to use the Append to String Variable action

✅ How to create a custom list of items for an email

✅ How to use the Send an email (V2) action

✅ How to display singular or plural text based on the number of items returned

----

How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate

Do you want to know how to send an email to all users assigned to a SharePoint item? If so—this Power Automate tutorial is for YOU 🫵.

In a previous YouTube tutorial I covered how to build a Power Automate flow that sends a single email to each user with the tasks assigned to them.

However, that tutorial only covered a scenario where each task is assigned to a single user. What if your task is assigned to more than one user?

In this Microsoft Power Automate tutorial I’ll cover how to create a flow that is triggered by selecting an item. This automation will send an email to all assigned users for the selected task. I’ll also show you how to adjust your flow so that you can send a message in Teams. Then I’ll show you how to collect a list of unique users that have been assigned to multi-person tasks. Using this concept, we’ll edit the flow from the previous tutorial so that it works with a multi-person column.

IN THIS VIDEO:

✅ How to trigger a flow from a selected file

✅ How the multi-person column data outputs

✅ How to use the Select action to get all assigned to users of a SharePoint item

✅ How to use the Join action to convert an array of email addresses into a string

✅ How to send a single email to all assigned to users of a SharePoint item

✅ How to send an email to each assigned to user of a SharePoint item

✅ How to send a Teams message to each user assigned to a SharePoint item

✅ How to return a list of unique users from the multi-person column in a SharePoint list

✅ How to use a Filter Array action to return all SharePoint list items assigned to each user

✅ How to group Power Automate actions together with the Scope action

✅ How to edit a previous flow

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response! If you're feeling generous— ☕️ Buy me a coffee: https://www.buymeacoffee.com/acreativeopinion

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

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leslie_rivera 373 on at

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Thanks I've watch most of these. Not really helpful because I need to match the time not just the date. Plus its not exactly the same there are extra steps that can be quite confusing.

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creativeopinion

10,502 Super User 2025 Season 2 on at

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@leslie_rivera Because you are using the equals to operator in your filter query you'll need to use the formatDateTime() function on your converted time so the output matches the output from SP. The equals to operator will look for an exact match.

For example in my demo I'm pulling the items from my list where the Date and Time column has a value (aka not empty).

I've added an Apply to Each action to loop through Items returned. Within the Apply to Each action I've added a Compose action to hold the Date and Time dynamic content so I can view the outputs of the item being looped through.

Run a test. This is the output of the date and time field.

For more flow troubleshooting tips—check out this YT Tutorial: 5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows

In this tutorial I cover:

✅ How to troubleshoot a false Condition action result

✅ How to get dynamic content when it isn’t selectable from the list of dynamic content

✅ How to troubleshoot an Apply to Each action that isn’t looping through

✅ How to troubleshoot a skipped Apply to Each action

✅ How to troubleshoot a Filter Query

✅ How to use a SharePoint yes/no column in a Filter Query

✅ How to use Compose actions to troubleshoot a Power Automate flow

✅ How to troubleshoot multiple emails being sent

✅ How to troubleshoot multiple Teams messages being sent

Your converted time dynamic content must match this format if you intend to use the eq (equals to) operator. The filter query will only filter the items that match. The utcNow() function will return seconds. You will need to filter that out otherwise your filter query will never return any items since a DateTime column doesn't include seconds.

Convert Time Zone

Although the dates and times stored in SharePoint will display in your local timezone, they will output in UTC format.

For example, this item has a date and time of today at 5:28PM.

However, the output of the datetime is in UTC (indicated by the Z at the end of the datetime output).

In the Convert Time Zone action you'll need the Source Time Zone and Destination Time Zone to be in UTC.

You will also need to format the DateTime so it matches what is output from SharePoint. In this case, use the formatDateTime() function and following format pattern:

yyyy-MM-ddTHH:mm:00Z

Run a test. Confirm that the output matches the SP output.

Now you can use the output of the Compose action with the formatted datetime in your filter query.

Run a test to verify.

Return a Count of Items

Whenever I use a Filter Query in a Get Items action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.

Run a test.

Condition Check

I'd also recommend you add a Condition action to your flow. If items have returned (aka there is number stored in the Compose action—that is not equal to 0), add the rest of your actions to the Yes branch. If not, do nothing.

Hope this helps!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

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leslie_rivera 373 on at

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@creativeopinionThank you so much!!! I have been working on this for so many hours this worked perfectly now!! Very much appreciated 😀

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leslie_rivera 373 on at

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ignore this

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leslie_rivera 373 on at

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@creativeopinion
Not sure what happend. It was working fine. Over the weekend I started getting emails for every list item no matter what the date/time. This is how I have it set up

My list column looks like this

And I am getting an email for every item

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creativeopinion 10,502 Super User 2025 Season 2 on at

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@leslie_rivera Can you explain the reason for the two Get Items actions in your flow as they are running on the same list however they each have a slightly different filter query.

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leslie_rivera 373 on at

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I was confused, I was trying to follow the example you provided prior. Guess, I have met my multi tasking limit.. I was in a rush to complete it I made the mistake . I have since removed the extra step and its working again now. Thanks again for your help

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creativeopinion 10,502 Super User 2025 Season 2 on at

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@leslie_rivera No worries. I only have a single Get Items action in my example. Have you managed to sort your flow out?

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leslie_rivera 373 on at

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Yes thank you!

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