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Need help with a Flow to Automatically Update several Date Fields in a Lists and Send Emails

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Posted on by AM-03061523-0

Greetings Power Automate Community:

This is my first time ever seeking help in an IT Community Forum. I am an IT Project and Program Manager and have worked in the IT field for 30 years in various roles and with various orgs using and developing, testing and supporting thousands of business operation apps and tools. Where I am currently employed (which these days in IT, employment is very fragile), I am “ANY and ALL THINGS IT” and the ONLY IT resource my company has being it is not in the IT industry. While I have some skills using SQL Server, TOAD, and QA Testing apps / tools, html, and even build dashboards in JIRA, etc., …I am not a developer or coder by any means. I have considerable experience with SharePoint.

I have been trying to build flows in Power Automate but keep running into errors. I would include screenshots of my current flow but I know it is nowhere close to what it needs to be in terms of both triggers, conditions, and actions, so my apologies in advance. I would GREATLY APPRECIATE any assistance with setting up flows for the following.
I have a Lists in SharePoint that has several different date type columns including these columns
Last Eval Date, 2. Next Eval Due Date, 3. Planned Eval Date, 4. Hazmat Genl Awareness Date, 5. Hazmat Awareness Due date.
Given each of these 5 date type columns, the below are actions I need to automatically occur in the list:

A. When the "Last Eval Date" is updated then automatically set the "Next Eval Due Date" to be = 36 months after or greater than the "Last Eval Date" value,

And…
B. Generate and send an email when the "Last Eval Date" value becomes greater than 33 months past due. A
And…

C. When the "Hazmat Genl Awareness Date" is updated, automatically set the "Hazmat Awareness Due Date" to be = 36 months after or greater than the "Hazmat Genl Awareness Date" value,

And…
D. Generate and send an email when the "Hazmat Genl Awareness Date" value becomes greater than 33 months past due.

Much appreciation and kind respects!

Audrey

North Carolina, USA

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David_MA 14,761 Super User 2026 Season 1 on at

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What you want to do is a bit complicated and not the easiest to explain in the forums. I would create multiple workflows for what you want to do. One workflow will be for this scenario:

A. When the "Last Eval Date" is updated then automatically set the "Next Eval Due Date" to be = 36 months after or greater than the "Last Eval Date" value,

To set this up, I would create the workflow with the trigger when a new item is created or modified.

Add a trigger condition so that the flow only runs if the Last Eval Date is not null. See Power Automate Trigger Conditions

Then use the action get changes for an item or file. Power Automate Tips: Detect Modified Columns and Retrieve Old Values in Sharepoint | by Beril | Medium

Use a condition to see if the field returns true from the get changes action (if it returns yes, it has been modified).

If it does, you can use an update item action to Next Eval Due Date. You can use an expression to add 36 months to the last eval date to do the calculation.

Once you get that flow working, I think it will help you to understand how to apply this logic for the other flows you will need. With Power Automate, everything you want to do does not need to be in one giant flow. In fact, it is better to create smaller flows just for these unique purposes. It makes them easier to maintain and adjust them when needed.

Although, for B, you will need to create a scheduled flow that runs daily. Use a get items action with a filter query to where the current date is greater than Next Eval Due Date plus 33 months. If the get items returns anything, you will process them in an apply to each action. This will give you a basic idea how to do this: Power Automate Send Reminder Emails. However, I would not use a condition to check the date. Use a filter query instead as it is more efficient than using a condition. This will show you how to use a filter query on Get items: Power Automate Get Items Filter Query Date. Be sure that you index the date field used in the filter query as this is essential if your list will grow to more than 5,000 items.

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AM-03061523-0 2 on at

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@David_MA Thanks so very much for making the time and providing info on my seeking assistance with Power Automate flows. I will look at the reference info and try it. :)

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