How to send a Reminder Mail using Power Automate

Swetha M — Thu, 06 Mar 2025 11:28:13 +0000

In most of the organization, sending reminders is a necessary option to indicate employee to complete the pending approvals, tasks and do the follow-ups. From this blog post, I’ll Walk through the steps on how to send a reminder to approvers based on timely manner.

I have a SharePoint List with the list of items along with the status column. The following workflow helps to send the reminders to approvers every 3 days if the status is Open.

1. Connect the Scheduler Flow:

Create a Scheduled cloud flow and provide the name for workflow.

Then set up the scheduler flow to run every day by adjusting the recurrence settings.

2. Use Get Items with a Filter Query:

Add a Get items action to fetch only the items with an Open status from your SharePoint list.

Example:
OData filter query: Status eq 'Open'
Note: This ensures that only the open items are retrieved.

3. Check the Date Condition:

After retrieving the items, add a Condition to check the difference between “today’s date” and the “Created Date” for each item

Expression in Power Automate formula

div(sub(ticks(utcNow()), ticks(items('Apply_to_each')?['Created'])),864000000000)

4. Use Mod Function to identify the 3-day interval:

If you want to send reminders intervals (e.g., every 3 days), you can use the mod function:

Expression in Power Automate formula to identify 3-day interval
mod(div(sub(ticks(utcNow()), ticks(items('Apply_to_each')?['Created'])),864000000000), 3)

5. Check the condition:

This condition checks the mod value is zero, then send a reminder mail.

6. Send Email to the Supervisor:

Under the Yes block, add the Send an email (V2) action and set the below properties,

To: Supervisor's email (stored in a column or manually added)

Subject: Reminder - Pending Open Items

Body: Mention details like Title, created date, and the reason for the reminder.

Conclusion

This Power Automate uses the filter queries, date calculations, and the mod function to automate periodic reminders for approvers regarding pending open items. This improves tracking of tasks, timely follow-ups without the need of manual intervention.

DEV Community: Swetha M

How to send a Reminder Mail using Power Automate