Expiry Date Alerts in SharePoint: Automated Document Lifecycle Management

[@howado]

10:50 it took me way longer than expected to get these reminders working.. the reason is not only you need to Rename this Step, but you need to EDIT formula in "x Days + 1" section. Click on this section, then click on Inputs formula "addDays(...)". If the name of the step has 1 day in it, then the formula will have 1 day too: addDays(outputs('Today_+_x_days'),1,'MM/dd/yyyy') You need to edit it here accoring to your desired reminder days, for instance for 60 days addDays(outputs('Today_+_x_days'),60,'MM/dd/yyyy') Anyways, thanks a lot for the vid. I wouln't even know where to start.

[@Dougie_Wood]

Thank you 🙏

[@dss2mtm]

Subbed today. Concise videos for a learner like me that go into sufficient detail to be immediately effective at work.

[@Dougie_Wood]

Thank you! 🙏

[@anntolaini2904]

hi. How do I send the reminder email to a colleague for them to action? thanks

[@Dougie_Wood]

You can put their email address into the box instead of yours 👍

[@Dougie_Wood]

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[@przemekmatelski151]

@@Dougie_Woodwhich box ?

[@mihirshah1865]

@@Dougie_Wood Great video. Which box are you referring to?

[@shuhratm2]

Thank you for a great video. I got answers to my questions in the video and in the comments. This is going to help us keep up with our compliance. I have one unanswered question though: Who gets the email and is there a way to change the recepients? The PowerAutomate flow doesn't have a clear way to see or change it. Thank you.

[@Dougie_Wood]

You can change who gets the email, you can go into the flow editor to change the logic of who gets the email 👍

[@Dougie_Wood]

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[@Dougie_Wood]

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[@julielee1575]

Another great video. Is this flow built per site? Is there a way to build it at a higher level and apply to multiple sites or to the entire hub?

[@Dougie_Wood]

Thanks Julie! There is no easy way of blanket rolling something like this out to all document libraries. You could create the flow once then create multiple copies of it and change the trigger to each of the document libraries you want it to run on. I would also suggest using a content type hub (content type gallery) if you were doing this so you can maintain the columns used in the libraries from a centralised location.

[@Dougie_Wood]

Hey, I am just launching my channel membership starting from £0.99, and other levels including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: kzbin.info/door/bl8QtLtzfnv6jPoc8gPqFQjoin

[@MilenaHirkala]

Thank you, but will it work if expiry dates if they vary and what if I keep adding items including dates, do I have to create reminders over and over again? Thank you again

[@Dougie_Wood]

Hey, each document will have its unique expiry date and you will only need to create the reminder the once not each document 😃

[@antoniocastillo9516]

Hi… i want to send this reminders to my suppliers based on their email located in a column in the Sharepoint list. Of course this email should be individual for each supplier with expired document. How can I do that? Thank you

[@Dougie_Wood]

You would need to crate a column called “supplier email” then build a custom workflow based on a similar template and in the email field enter the email address from the current item “supplier email”. If you would like to get a consultant to provide a quote to build this for you can email me at [e-mail]

[@antoniocastillo9516]

I was able to make it work but only with emails on the company domain. external emails did not received the notification

[@Dougie_Wood]

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[@markARdimmick]

How do you create the useful link buttons?

[@Dougie_Wood]

Add the “quick link” web part to the page and configure it to look the way you like 👍

[@PhilipWood-g8w]

Hi Dougie, thanks for this video. Do you know if it's possible to use this to re-submit a document for approval?

[@Dougie_Wood]

You can always use this option to re-submit and it will go for approval again 😃

[@PhilipWood-g8w]

@@Dougie_Wood Thanks Dougie!

[@MichaelCNdukwu]

Thank you so much for this video.

[@Dougie_Wood]

@@MichaelCNdukwuyou are more than welcome my friend 🙏 Check out my membership videos for more great tips

[@chh8860]

You have piqued my curiosity (once again). I understand the value of email alerts for certain documents, i.e. expiration dates of insurance policies, leases, loans etc. Do you have a suggestion for email alerts for other important items throughout the entire SPoint Home/Hub site? i.e. submission deadlines, follow-up items, delivery dates, task deadlines, pending meeting dates?, etc. Or are such items best left to "To Do", or "Tasks" in Outlook? Also, is there a way to mark an item completed? Well done ... and quite timely ... thank you ...

[@Dougie_Wood]

Hey, you could use email alerts (or customise it to add a teams alert) for almost any type of notification you can think of that is holding its data in SharePoint. To get some ideas you should go checkout “Microsoft Lists” app. This is just SharePoint lists but with a nice user interface. It shows you some ideas for task lists such as onboarding new staff etc. This will help give you ideas.

[@chh8860]

@@Dougie_Wood Again ... thank you ... very much appreciated.

[@_technomensch]

Did you create the "Set a reminder" flow or is that out-of-the-box? When I clieck on Automate in our environment, that option is not available and I cannot find it in the templates. Is the template available anywhere?

[@Dougie_Wood]

Should just be out of the box, what access do you have to the site?

[@MCVang10]

Hello Dougie, how do you set your expiry date to be the approved date of a document that went through an approval process?

[@Dougie_Wood]

Hey 👋 You would need to create a basic power automate approval workflow. I’d suggest going into power automate and looking in templates and search “document approval”. Then you will need to edit this workflow following the approval step to update the file item expiry date field.

[@timothymacdonald4187]

Is it possible to have 2 custom email alerts for each document or file?

[@Dougie_Wood]

Yes with power automation

[@BrandeePittman]

When the notification is set up, does it notify everyone that has access to that library, or does it only notify the user that set up the notification?

[@Dougie_Wood]

Only those that are setup in the notification. If you want a really obvious pop up for everyone then check out my latest video

[@fabioalmeida9537]

hello Dougie. Could u help me? My item after "Expiry date for the following items" is blank.

[@Dougie_Wood]

Could you provide more details