@CN-30051745-0 You might consider simplifying the logic of your flow. Base your flow on the
Expiry Date column. Instead of running an automated flow that triggers when the status has changed, use a
Scheduled Trigger to run the same time every day.
You can customize the emails based on the date. For example, you can even have it send 30, 60 and 90 days before it's going to expire. This will be a lot easier to manage then managing it by whether the status has changed. One the license has been renewed, adjust the expiry date and then change the status to Valid.
Are you easily stumped when working with Dates in Power Automate? In this Power Automate tutorial, I’ll show you how to compose an expression that will return a future date, a past date, how to count the number of days between two dates, how to check for a birthdate and anniversary date as well as tips and tricks when working with dates in Power Automate. I’ll cover some common use cases and concepts that can help you to build better Power Automate flows.
Feel free to skip ahead using the timestamps listed below. I’ve also linked a few other tutorials that you might be interested in as well.
IN THIS VIDEO:
✓ 4 Date Functions You Need to Know
✓ How to use the Convert Time Zone Action
✓ How to Get a Future Date
✓ How to Get a Past Date
✓ How to Return SharePoint Items Due in a Number of Days
✓ How to Return SharePoint Items Due within a Date Range
✓ How to write a Filter Query for SharePoint Items Due in 30, 60 and 90 Days
✓ How to Calculate the Number of Days between Two Dates
✓ How to Check for a Birthdate and Anniversary Date
✓ How to work with Dates and Times in Excel
✓ How to use a Manual Trigger with Date Input
✓ How to Output Dynamic Text with an Expression
✓ How to Check if a Date Falls on a Weekend
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In this Microsoft Power Automate tutorial, I’ll show you how to build a flow that will send a Happy Birthday email to a user based on a date column in a SharePoint list. The SharePoint list also contains a column with a Manager’s name which we’ll use to send a three-day and day of reminder to the user’s manager.
This automation will use the Filter Array action to filter out all SharePoint list items where the user’s birthday is today or in three days. This flow can apply to a variety of scenarios such as:
📅 Student Birthdays
📅 Project Due Dates
📅 Contract/Membership Renewals
📅 License Expirations
📅 Client Anniversaries
IN THIS VIDEO:
✓ How to Send an Email based on a Date Column in SharePoint
✓ Using the Recurrence Trigger in Power Automate
✓How to Use the Filter Array Action with multiple conditions
✓ How to Get Dynamic Content from a Filter Array Action
✓ How to Get a Date Three Days from Today
✓ How to Create a Dynamic Date Based on utcNow()
✓ How to Return a Count of Items
✓ How to initialize and set a variable
✓ How to use the Send an Email (V2) action
✓ How to send test emails
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Are you using the Switch action in your flow? While it seems like a simple way to handle multiple conditions, it can quickly become inefficient and difficult to manage.
Here’s why:
❌ You can’t use dynamic content in the Equals field.
❌ You have to manually recreate the same actions for each case.
❌ Any updates require you to edit every single case individually.
This results in a flow that’s repetitive, hard to scale, and a nightmare to maintain.
In this tutorial, I’ll show you how to replace redundant Switch actions with a Dynamic Reference Key—a simple way to streamline your flows. Instead of being redundant, you’ll create a lookup-style structure to makes your flows more efficient, scalable, and easier to update.
IN THIS VIDEO:
✓ Why the Switch action is inefficient and what to use instead
✓ What is a Dynamic Reference Key
✓ Creating a custom look up in Power Automate
✓ Using a Dynamic Reference Key instead of writing an expression with nested if() functions
✓ How to use a Dynamic Reference Key to reduce actions in your flow
✓ How to use a Dynamic Reference Key to route emails to different recipients based on a MS Form Selection
✓ How to reduce redundancies in your flow by using a single Send an Email (V2) action instead of multiple instances
✓ How to use a Dynamic Reference Key to send email notifications 90, 60 and 30 days from today’s date
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How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items
Building a Power Automate flow that will send an email with multiple SharePoint items can be a bit complex. In this video tutorial I’ll cover how to build a flow that will send a single email to each user with tasks that have been assigned to them. The logic in this flow can be applied to many different scenarios.
First, I’ll show you how to use a Filter Query to return items from your SharePoint list that meet your criteria. Then I’ll show you how to return a list of unique email addresses so that each user receives a single email. Lastly I’ll show you how to compose an email that will contain an HTML table with a list of tasks for each user.
IN THIS VIDEO:
✓ How to send multiple list items in a single email with a Power Automate Flow
✓ How to create a dynamic date range
✓ How to use the Convert Time Zone action
✓ How to use a Filter Query in the Get Items action
✓ How to count number of items in an array
✓ How to use the Select action to extract a users display name and email address
✓ How to create a unique list of email addresses
✓ How to use the Create HTML Table action
✓ How to customize the HTML Table with CSS styles
✓ How to use the Send an email (V2) action
✓ How to use the Append to String Variable action
✓ How to create a custom list of items for an email
✓ How to use the Send an email (V2) action
✓ How to display singular or plural text based on the number of items returned
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In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:
1️⃣ Looping through a Single Item
2️⃣ Creating Unnecessary Nested Loops
3️⃣ Looping through an Unfiltered Array
At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.
IN THIS VIDEO:
✓ How to avoid the Apply to Each action with a single item array
✓ How to use the item() function to access dynamic content in an array
✓ How to prevent unnecessary nested Apply to Each action loops
✓ How to use the Select action
✓ How to convert an array to a string with the Select action
✓ How to use the Filter Query field
✓ How to count the number of items in an array
✓ How to use a condition control
✓ How to use the concurrency control
✓ How to set a top count
✓ How to use Compose actions for troubleshooting
If you still run into issues while building your flow, share screenshots of your full flow and the logic behind it.
Upload a screenshot of your flow in edit mode. If you are using the new designer, toggle it off and click each action to expand it.
Hope this helps!
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