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Power Platform Community / Forums / Power Automate / HELP FOR DOCUMENT APPR...
Power Automate
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HELP FOR DOCUMENT APPROVAL WORKFLOW

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Posted on by 22

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 Profile Picture
    14,756 on at

    @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

  • RobElliott Profile Picture
    10,397 Super User 2026 Season 1 on at

    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 librarySharePoint document library

     

    Filter QueryFilter Query

     

    Get Reviewer and Convert timeGet Reviewer and Convert time

     

    Send an emailSend an email

     

    Email resultEmail 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.

     

  • efialttes Profile Picture
    14,756 on at

    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!

  • thetechguru Profile Picture
    22 on at

    @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

  • RobElliott Profile Picture
    10,397 Super User 2026 Season 1 on at

    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

  • efialttes Profile Picture
    14,756 on at

    @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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