Birthday Email Automation with Power Automate

Q. How to automate birthday emails in Power Automate with Sharepoint List? 

Follow the below video to see how the automation is done in power automate:

Here are the steps involved in automating employee birthday emails using Power Automate, and SharePoint. (Snapshots will be posted soon)

1. Prepare the SharePoint list: Create a SharePoint list containing employee details such as first name, last name, birthday, and email. Set the permissions to make the list private or public, depending on your requirements.
2. Create a scheduled cloud flow: In Power Automate, create a scheduled cloud flow called "birthday email" that will run every day at a specified time, such as 10 am.
3. Convert time zones: Set the start time of the flow in Eastern Standard Time (EST) by converting it from UTC. This ensures the flow runs at the desired time in the desired time zone.
4. Retrieve the current date: Use the "Compose" action in Power Automate to retrieve the current date in UTC format.
5. Convert UTC date to the desired format: Modify the compose statement to convert the UTC date to Eastern Time and format it as month and day. This ensures it aligns with the format needed for comparison with employee birthdays.
6. Get items from SharePoint list: Use the "Get items" action in Power Automate to retrieve all rows of data from the SharePoint list that contains employee details.
7. Compare dates: Set up a condition in Power Automate to compare the birthday dates from the SharePoint list with the current date. This condition is applied to each item in the retrieved data.
8. Format the SharePoint date: Format the SharePoint date using the "FormatDateTime" function to match the month and day format without the year. This ensures accurate comparison with the current date.
9. Send birthday emails: If the condition is true (an employee's birthday matches the current date), use the "Send an email" action to send a personalized birthday email to the employee's email address. Include a birthday greeting, the employee's first name, and a closing message from management.
10. No action if the condition is false: If the condition is false (no employee has a birthday on the current date), no email is sent.
11. Optional troubleshooting step: Add a compose statement to display the output of the condition expression for troubleshooting purposes.
12. Save and test the flow: Save the flow and manually test its functionality to ensure it runs as expected.

By following these steps, you can automate the process of sending birthday emails to employees using SharePoint and Power Automate.

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