Tony Phillips

Published: 20, Feb 2020
Managing Policy Expiration using SharePoint and Power Automate (Flow)
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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.

Add a date column to document library

Give the column a name and click “Save”

create column

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”.

Column formatting in SharePoint

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

column formatting template

It should look something like this!

View with column formatting

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.

Power Automate and Flow reminder template

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

email reminder for expired documents

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

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