HELP FOR DOCUMENT APPROVAL WORKFLOW

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Posted on by thetechguru

Dear Team

I want your help in creating a flow for the below scenario

When a document is labeled with certain retention label and if the document if nearing its expiry date, there should be a trigger sent to the owner/creator of the document that the document is getting expired.

Please let me know how we can achieve this.

Any response would be really helpful

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efialttes 14,756 on at

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@thetechguru

Sharepoint, right?

Did you have a look to this post? Its purpose is to delete files when expired, but you can adapt it easily to send a reminder instead

Hope this helps

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RobElliott 10,391 Super User 2025 Season 2 on at

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Hi @thetechguru I would make some improvements to the flow in the blog post link provided by @efialttes. That blog post uses a condition but if you've got a very large document library it might take a long time to loop through all the items. A filter query is more efficient. My example below checks for documents due for review in the next 10 days so the filter query needs to be

NextReview le '{addDays(utcNow(),10)}'

where everything inside the braces is an expression.

SharePoint document library

Filter Query

Get Reviewer and Convert time

Send an email

Email result

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

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efialttes 14,756 on at

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Hi @RobElliott

First of all, thanks a lot for sharing!

Sorry for the offtopic, but... what's the purpose of the Convert time zone action block?

Are you applying it to 'Next review' due to formatting purposes only, or is it needed also when your local time zone differs from UTC+00.00? I mean, if SP site configured time zone is anyone other than UTC+00.00, does Flow currently converts Sharepoint item date columns' data output into UTC+00.00?

Thanx again!

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thetechguru 22 on at

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@efialttesand @RobElliott
I am quiet new to SharePoint and its workflows.
so, thank you so much for your repsonses, they are indeed very helpful.

I see that you have added the expiry or Next Review columns in library. However, in my case, I have retention labels that I am going going to apply to the documents. So, the expiry would happen based on the expiry date that Retention label carries.
[example:- Doc A has 1 year retention label. so, 10 days prior to that the user should receive the notification]

How can I achieve the same trigger depending on the Retention label expiry.

Thanks in advance

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RobElliott 10,391 Super User 2025 Season 2 on at

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Hi @efialttes, it was used purely to change the format from our usually dd/MM/yyyy to something a bit more readable in the email. In general I prefer to use the Convert time zone action and its output instead of the formatDateTime expression, particularly as quite often I am working between Spanish and UK time zones.

Rob
Los Gallardos

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efialttes 14,756 on at

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@thetechguru

Sorry I haven't used retention labels in any of my projects so far. I have found this reference in the context of Flow, although I am not sure it will help you.

Let's see if either @RobElliott or other members of the Flow community that posted in the past question related to retention labels, like @Anonymous (see for xample here), can provide you a more valuable feedback than mine

BR

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