Sharepoint list used as equipment log - how to link to a calendar with alerts

Emma-Jane Haslam 20 Reputation points
2023-04-03T06:15:10.3133333+00:00

Hi everyone. I'm very new to SharePoint and am trying to set up an equipment log on our SharePoint site. I've created a list which I've called "Equipment Register" and have added a new item into it (just as a start). I have made a column on the list called "Callibration due date" - this is so we know when certain pieces of equipment are due for callibration/service. My question is, is there a way to link this list to a calendar with alerts showing when the due dates are coming up? I've somehow managed to create an equipment calendar, but it seems to be sitting alone under "site contents" underneath my equipment list. Can anyone provide some advice on the simplest way to do this?User's image

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  1. Haoyan Xue_MSFT 20,741 Reputation points Microsoft Vendor
    2023-04-03T08:02:34.2066667+00:00

    Hi @Emma-Jane Haslam ,

    The equipment calendar and "Equipment Register" list you created are two separate things, there is no connection between them.

    If you want to set the expiration alarm according to the "Callibration due date" column in the "Equipment Register" list, you can do it through power automate.

    1.With the list open in SharePoint or the Lists app, near the top of the page, select Automate then Power Automate.

    Image of the Automate menu with Power Automate selected

    2.Select Create a flow to automate a workflow. You can see your current flows by selecting See your flows or require approval for flows by selecting Configure flows.

    3.To use a flow to handle conditions like Expiration Date = today to send out alerts, you can create a Scheduled cloud flow and set it to repeate every day.
    132730-image.png

    Then, you can configure a flow like below.
    User's image

    The Condition set in my flow. ExpirationDate is a Date and time column in my SharePoint list.

    formatDateTime(item()?['ExpirationDate'], 'MM/dd/yyyy') is equal to formatDateTime(utcNow(), 'MM/dd/yyyy')

    To set up a flow to send 'expiration date is approaching' notification, please take a reference to the following posts.

    FLOW TO SEND EMAIL WHEN DATE APPROACHES


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