How to Send Email Reminders From a SharePoint List Using Power Automate? [7 or 14 Days]

While working on a project management application, I realized that tracking tasks can be challenging. People often miss deadlines because they don’t receive reminders, so I created a comprehensive guide to Power Automate reminder emails.

This flow will send timely reminders to the assigned person before the due date and follow-up emails if the task remains incomplete. We will CC the manager if the task is overdue to improve tracking. Here’s how the reminders will be sent:

Timeframe	Reminder Details
14 days before	The assigned user will be reminded that the task will expire in 14 days.
7 days before	The assigned user will be reminded that the task will expire in 7 days.
Due Date (Today)	The assigned user will be reminded that the task expires today.
7 days after	The assigned user will be reminded that the task has been overdue for 7 days. The manager will be CC’d.
14 days after	We will remind the assigned user that the task has been overdue for 14 days. The manager will be CC’d.

SharePoint Due Date Reminder Email [Additional Feature]

Also, if you are the assigned person and have two tasks due today, you will receive a single email listing both tasks. The email will include direct links to the task items so you can review them and take action quickly.

Send 7 or 14-Day Task Due Reminder Emails in Power Automate

I created one SharePoint list to implement this solution, and all were set up using a PowerShell script.

Task List:

Column Name	Data Types
Task Name (Title)	Single line of text
Assigned To	Person or Group
Task Priority	Choice
Task Status	Choice
Due Date	Date and time

Create a SharePoint list Using PowerShell Script

I used a PowerShell script to simplify creating the required SharePoint list. This script automates the setup, ensuring all lists have the correct names and configurations.

Using the same script, you can download and modify the solution to fit your requirements.

Once you run the PowerShell script, the list will be successfully created on your SharePoint site. We are ready to move on to the next step: making the workflow in Power Automate.

Create Power Automate Send Email Reminder From SharePoint List – 7 or 14 Days

I created a scheduled flow in Power Automate that runs daily at 10 AM to automate task reminders. This flow checks all tasks in the SharePoint list and sends reminder emails based on the due date.

Flow Structure:

Trigger: Schedule Flow (Runs Daily at 10 AM):

CSS Code for HTML Table:

In a compose action, I add the below CSS code when we will use it later:

<style>
table {
    border: 1px solid #1C6EA4;
    background-color: #f2f2f2;
    width: 100%;
    text-align: left;
    border-collapse: collapse;
  }
  table td, table th {
    border: 1px solid #AAAAAA;
    padding: 3px 2px;
  }
  table tbody td {
    font-size: 13px;
  }
  table thead {
    background: #0602e1;
    border-bottom: 2px solid #444444;
  }
  table thead th {
    font-size: 15px;
    font-weight: bold;
    color: #FFFFFF;
    border-left: 2px solid #D0E4F5;
  }
  table thead th:first-child {
    border-left: none;
  }
</style>

Get Tasks from SharePoint List:

Fetch all tasks from the SharePoint list where the task status is not completed using the below Filter Query:

TaskStatus ne 'Completed'

Then, I used some Filter array action to get the task. For example, if the task date is today, I used the below parameters in the Filter array:

• From:

@{outputs('Get_items_|_Task_List')?['body/value']}

• Filter Query:

@{formatDateTime(utcNow(),'dd/MM/yyyy')}  is equal to @{formatDateTime(item()?['DueDate'],'dd/MM/yyyy')}

Then, use the ‘Create HTML Table’ action to format the task details in a table, and then use the ‘Send an Email’ action:

Run the flow to Send 7 or 14 Day Task Due Reminder Emails

Once the Power Automate flow is set up, it will send emails based on the task’s due date. Below are some sample email notifications that users will receive:

14 days before
7 days before
Due Date (Today)
7 days after
14 days after

These emails ensure that tasks are completed on time and that overdue tasks get attention.

Conclusion

In this guide, I covered how to use Power Automate to send a reminder email based on the date in a SharePoint list to ensure tasks are completed on time. I explained how to create a SharePoint task list using PowerShell, set up a scheduled flow to send reminders at different intervals, and configure email notifications for due and overdue tasks. I also demonstrated how to send a single email for multiple tasks due on the same day.

Also, you may like some more Power Automate tutorials:

• Power Automate Multilevel Approvals
• Check IF SharePoint List is Empty in Power Automate
• Expense Reimbursement and Approval using Power Automate
• Create a PDF From SharePoint List Items Using Power Automate
• Create Multiple Sites in SharePoint Online using Power Automate from Excel
• Create SharePoint Online List and Columns from Excel Using Power Automate