The screenshot below is the final setup of the workflow.
Filter Items (based on business needs, which is seven days prior the expiration date ). Recurrence of the workflow (when to trigger the workflow). We need to configure five main steps in the workflow: Flow will send an email if there are items that are expiring in the next seven days. We are going to use Microsoft Flow as the workflow engine to run daily and check the expiration date of the licenses. Now let’s build the workflow that will send an email notification when licenses are near their expiration date. The screenshot below shows what the new item form looks like for adding items to the list.įor this demonstration I’ve added a few Office 365 licenses to the list. Now we can add software licenses to the list. For more details on SharePoint columns and options, visit Microsoft Office support webpage. You can add additional columns based on your business needs. The columns and column types are shown in the screenshot below. An Office 365 Group is an easy way to create a Team site for this purpose.įor this example, I have built a very simple list based on the business requirements. The list can live within one of your existing SharePoint sites, or even a Team site. 
Let’s start by building a SharePoint List with the required columns.
Email notifications – Exchange Online as the delivery method. Workflow engine – Microsoft Flow to send email notification based on a business rule. 
Backend database – SharePoint list to store license information. Any data that is associated with expiration dates can use the same approach.įor this automated system, I am going to use three main components: This is not the only use case where you can use this solution. A searchable, centralized database to store license information, with an ability to send expiration date reports to an email. I decided to build a system which will give me a piece of mind and keep all my licenses up to date. There are a lot of subscriptions that I have to track either yearly, quarterly or monthly, and I have to make sure that I am aware of the expiration dates. One of those tasks in my professional career is to keep track of all kinds of licenses. As IT professionals, we have a lot of tasks that we run daily.
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