Managing Document Expiry using SharePoint and Power Automate (Flow)

Managing document expiry can be time consuming and difficult to track. Maybe you have policy documents which need refreshing every year or machine calibration/certification documents which need to be regularly reviewed.

It’s surprisingly easy to setup expiry notifications in SharePoint. Follow the simple steps below or watch the video for a walk through.

Adding an expiry column

In the document library, click “Add column” and select a “Date” column.

Give the column a name and click “Save”

Format the column

To make it easy to see if the document has expired, we can apply some simple column formatting.

Under the column heading, select “column settings” and then “format column”.

Select “edit template” and pick a colour for documents that are overdue, due today and not yet due.

It should look something like this!

Setup email reminder for expiring documents

In the document library toolbar, select “Flow” (eventually this will be renamed to Power Automate) and then select “Set a reminder”. It will automatically pick up the date column that you have added.

Enter a name for the flow and how many days in advance you would like reminding.

You could always edit the Flow in Power Automate if you wanted to customise it from the standard template.

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