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Sending an email notification whenever training expiry date is 120 days or lesser.

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Posted on by Limahhui

Hi all, i need to create a flow where i retrieve data from an excel sheet which has staffs training expiry dates . The number will be 120 days or lesser from now . The flow will also need to state the staff name and id who is expiring. Currently i have 14 training programs and each of them has their own expiry date . i need to use the flow to name the type of training and staff name and id who is expiring and send an email prompt . Help is very much appreciated!!

Here is an example :

Hi,

Our records show that:

STAFF NAME (ID: XXXXXX) records has expired / is expiring in XXX days. Please take urgent action to assign staff to complete these assignment(s).

Item Title: XXXXX
Item Type: COURSE
Item Due Date: XXXXX

Categories:

Building flows

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Geeks_D 1,169 on at

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Some house clearing first
The Excel sheet must be either on SharePoint Document Library or a OneDrive Storage

The worksheet data must be in table

On Power Automate
Create a flow i am taking a guess it might be Schedule flow
Add the actions
List rows present in a table

Check if the Date Values for the due date are right then we can go fix the rest

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trice602 15,402 Super User 2025 Season 2 on at

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Hi @Limahhui ,

I might set up something like this, please use this as your framework to complete your project.

Here I have a recurrence trigger that will run every Monday.

Next I am getting the future date.

Next I added a compose and formatting my future date.

Next I list rows in my Excel table.

Next I filter my results by DueDate less than or equal to Future date.

Then for each row that is inside 120 days, I send an email.

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v-yetonggu-msft on at

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Hi @Limahhui ,
I did a test of sending reminder emails with 30 days or less until the deadline, with a frequency of once a day.
In my scenario:

formatDateTime(items('Apply_to_each')?['DueDate'],'yyyy-MM-dd') utcNow('yyyy-MM-dd') addDays(items('Apply_to_each')?['DueDate'],-30,'yyyy-MM-dd')

div(sub(ticks(items('Apply_to_each')?['DueDate']),ticks(utcNow('yyyy-MM-dd'))),864000000000) formatDateTime(items('Apply_to_each')?['DueDate'],'yyyy-MM-dd')

My Excel Table:
My outlook inbox:
Best Regards,
Sunshine Gu

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Limahhui 16 on at

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Lets say if each of the 14 training courses has their own table for e.g. (PDPA expiry date). How do i label them together?

Also, im having this error

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Limahhui 16 on at

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Thank You for the help!

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