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

Brian Curtis 91 Reputation points
2021-09-16T17:57:31.437+00:00

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.....

SharePoint
SharePoint
A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.
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SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
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  1. Allen Xu_MSFT 13,776 Reputation points
    2021-09-17T02:38:45.007+00:00

    Hi @Brian Curtis ,

    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.
    132730-image.png
    Then, you can configure a flow like below.
    132889-image.png

    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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    1 person found this answer helpful.