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BrianCurtis-9251 asked BrianCurtis-9251 commented

Can SharePoint Online's Alerts be based on an Expiration Date column? (or is a workflow needed?)

We're moving from an on-site SharePoint platform to the cloud-based SharePoint Online and we're trying to re-create our basic notification workflows. Can SP Online alerts handle simple conditions like Expiration Date = today to send out alerts, or do we need to create new workflows in the new Power Automate tool (since SP Designer and MS Flows are long gone)?

If so, does anyone know of an existing 'doc has expired'--or better yet, 'expiration date is approaching'--notification template that we can copy? There are no programmers here, and nobody can figure out the first step in working with Power Automate. It doesn't have a handy "This is where you set up simple SharePoint notifications" button anywhere.....

office-sharepoint-onlinesharepoint-workflow
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AllenXu-MSFT answered BrianCurtis-9251 commented

Hi @BrianCurtis-9251 ,

1. To use a flow to handle conditions like Expiration Date = today to send out alerts, you can create a Scheduled cloud flow and set it to repeate every day.
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Then, you can configure a flow like below.
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The Condition set in my flow. ExpirationDate is a Date and time column in my SharePoint list.

formatDateTime(item()?['ExpirationDate'], 'MM/dd/yyyy') is equal to formatDateTime(utcNow(), 'MM/dd/yyyy')

2. To set up a flow to send 'expiration date is approaching' notification, please take a reference to the following posts.

FLOW TO SEND EMAIL WHEN DATE APPROACHES
Send an Email Reminder Notification Based on an Expiration Date using Power Automate


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Umm. OK, so I'm guessing that means we CAN'T just use an Alert for this. Which is a shame.

So! Any suggestions where we can start trying to figure out what these terms and steps mean: Get Item, Trigger, Action, Condition, Control, Function, etc. etc....? I also looked at the reference procedures you linked and couldn't make it past the second step of either. No clue what it means by REST API, Parse JSON, trigger parameters, condition codes, etc.

Again, we have NO programmers and have never worked with PowerAutomate before or any tool resembling it. Is there an 'introduction for non-programmers' walkthrough somewhere for this thoroughly intimidating and jargon-filled application?

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@BrianCurtis-9251 ,

That's right you need to have an understanding of the basic concepts of Power Automate. You can get started from here: Get started with Power Automate. Microsoft provides an detailed documentation there for beginners of Power Automate. Also, the product group actively monitors questions in dedicated forums here Power Automate Community. Experts there will give you instant help if you have any confusion.

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Not if, but when. Thanks.

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