Power Automate recipe

Why a flow

ExpiryPoint has no server of its own: review data stays in hidden lists on each SharePoint site. Two things therefore need a flow that your organisation owns:

Reminders on a fixed schedule, even on days when nobody opens ExpiryPoint. ExpiryPoint's own reminders go out when a site owner opens it, if switched on in Settings.
Microsoft Teams messages to reviewers. ExpiryPoint itself sends email through Microsoft Graph, once an administrator approves its optional Mail.Send permission.

Every action ExpiryPoint takes is also a list row, so flows can react to decisions and approvals too. ExpiryPoint never needs a flow to work; flows only add scheduling and Teams messages.

The review register

ExpiryPoint_Reviews is the review register: one row per document in scope on the site, kept up to date whenever a site owner opens ExpiryPoint (a few hundred rows per visit, so a large site fills over a few visits).

Column	Meaning
Title	File name
XPStatus	current, refresh (update requested), awaiting-approval, retire-marked, retired or unassigned
XPNextReview	Next review date, YYYY-MM-DD (for an update request, the date the update is due)
XPDueToEmail, XPDueToName	Who the next action is due from (empty: the site owners)
XPLink	Link to the document
XPReviewerEmail, XPBackupEmail, XPOwnerEmail	Reviewer, backup reviewer and owner, when set
XPLastReviewedAt, XPLastReviewedBy	The last review

The decision log

ExpiryPoint_Log is the audit trail: one row per action. XPAction is one of current, refresh, retire, notmine, submitted, approved, rejected, assigned, retire-executed, reminder or undone, with XPActorEmail, XPAt (UTC), XPComment, XPPrevReview, XPNextReview and XPStage.

Both lists are hidden from the site navigation, so the SharePoint connector does not offer them in its list picker: choose Enter custom value and type the list name exactly as above.

Flow 1: a weekly digest in Teams and email

Trigger: Recurrence, every week (or every day), at 08:00 in your time zone.
SharePoint, Get items: Site address is the site; List name is ExpiryPoint_Reviews (custom value); Filter Query XPStatus ne 'retired' and XPStatus ne 'awaiting-approval' and XPNextReview le '@{formatDateTime(addDays(utcNow(), 7), 'yyyy-MM-dd')}'; Top Count 5000.
Data operation, Select the fields you want: Title, XPNextReview, XPLink and XPDueToEmail.
Group per person: add an Apply to each over the distinct XPDueToEmail values, with a Filter array for that person.
For each person, Microsoft Teams, Post card in a chat or channel (post as Flow bot, in a chat with Flow bot, recipient the email): an adaptive card listing the documents (name, due date, link) with a button to your ExpiryPoint page. Add or use instead Office 365 Outlook, Send an email (V2).
Rows with an empty XPDueToEmail belong to the site owners: send those to the site owners' group or a channel.

Flow 2: tell a channel when something is retired

Trigger: SharePoint, When an item is created, List name ExpiryPoint_Log (custom value).
Condition: XPAction is equal to retire or retire-executed.
Microsoft Teams, Post message in a chat or channel: @{triggerBody()?['Title']} was retired by @{triggerBody()?['XPActorName']}: @{triggerBody()?['XPComment']}

Flow 3: start a formal approval

If your organisation already uses Power Automate approvals, trigger on ExpiryPoint_Log rows where XPAction is submitted, and use Approvals, Start and wait for an approval. Ask the approver to record the outcome in ExpiryPoint, so the review date and the audit trail stay in step, or keep ExpiryPoint's built-in approval stages and use the flow only to notify.

Good to know

Flows run with the permissions of the connection's account. Use an account that can read the site.
Flows run under your own Power Automate licence, in your own tenant; nothing goes through Apps 365.
Columns are only ever added, never removed or renamed, so flows built on these names keep working after updates.

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