SharePoint Documents - remind yearly document review

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Posted on by PhilFancy

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I am not that deep into Power Automate by now. This is what I want to accomplish:

Flow should remind the creator of any document in a library every year after the document was created/uploaded to review his document.

This are the steps I think that would accomplish this:

Start flow daily (which is easy)
Get all Documents (Get Items - SharePoint). In filter I need something like

concat(''''substring('created',0,5),'''','eq',''''substring('utcnow()',0,5)'''')
For each document in this scope (think I can do this)
Send a mail or Teams message to remind him to check the document (which is easy)

Hopefully anyone can give me some support accomplishing this mission. I crawled the flow templates but was not able to find any fitting solution or anything that made it possible for me (with my by now limited knowledge) to adopt.

Thanks in advance!

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @PhilFancy,

For the filter part of step 2 you can use a filter query expression with the adddays function in a Get files (properties only) action.

Below is an example:

Created le '@{addDays(utcNow(), -365)}'

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PhilFancy 124 on at

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Hi Expiscornovus !

Thank you for your reply.
Your expression works fine in the first year! But sadly it does not work the years after.

Do you see a way to get notified 1 year after creation, 2 years after creation, 3 years after creation and so on?

Month(created) eq Month(utcnow()) AND YEAR(created) eq YEAR(utcnow())

Can you imagine something like that filter?

Thanks
Phil

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Expiscornovus 33,189 Most Valuable Professional on at

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Hi @PhilFancy,

Apologies, I misread part of your requirements.

You could add a NextReview datetime column to your library and use the following expression instead:

(Created le '@{addDays(utcNow(), -365)}') or (NextReview le '@{utcNow()}')

After the first review you can update the value of the NextReview field to plan the date for the second year review within the flow.

This can be done with the following expression within an Update file properties action.

if(empty(outputs('Update_file_properties')?['body/NextReview']), addDays(outputs('Update_file_properties')?['body/Created'], 365), addDays(outputs('Update_file_properties')?['body/NextReview'], 365))

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