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Due-date reminders and a daily table of overdue tasks

Our team keeps its tasks in a SharePoint list. Every task has an assignee, a due date, a status and a priority. We want three things: the assignee hears three days before the due date, the team lead gets one table of everything overdue and still open every working day, and once a week one table shows what is due in the next seven days. We will use the Virto Alerts & Reminder App.

The list

A Team tasks list with the columns Title, Assigned to (a person), Due date, Status (for example Not started, In progress, Blocked, Done) and Priority.

Step 1. Three days before the due date

On the My alerts page, click Add reminder, choose Team tasks and fill in the blocks as described in How to create a reminder:

  • Recipients: the Assigned to column, so every assignee is reminded about their own tasks. Add the team lead in copy if they should see the reminders too.
  • Message view: the subject “Due in 3 days:” followed by the Title field value, and in the body the task as a link, its due date, status and priority.
  • Options: Use condition(s) with Status not equal Done. Under When To Send Alerts, choose Send on date depending on a field value, field Due date, Before 3 days, tick Send separate e-mail for each item and set the hour.

A task added after the rule was saved gets its reminder too; the rule does not have to be saved again. A new rule does not send on the day it is created.

Step 2. The daily overdue table

Create a second reminder on the same list for the team lead:

  • Options: Use condition(s) with Due date less than [Today]+0 and Status not equal Done. See Dates counted from today.
  • When To Send Alerts: Send a daily summary at the hour you choose, with Monday to Friday ticked. Changes on the days that are not ticked are sent on the next ticked day.
  • Message view: one table with the header row Task, Assigned to, Due date, Status, Priority and a row of field values under it. See How to merge summary alerts in one alert with a table.

The conditions are checked when the email is sent: a task set to Done that morning is not in the table, and a task that was due yesterday appears in today’s.

Step 3. The week ahead

Create a third reminder: Due date greater than [Today]+0, Due date less than [Today]+7 and Status not equal Done, with Send a weekly summary on the weekday you choose and the same kind of table. In our tests, less than [Today]+8 also returned tasks due on the eighth day, so check the first and last day of the range against your own tasks.

The rows of a summary table follow the order in which the tasks were created, not the due date.

When something else fits better

Tasks kept in Microsoft Planner get Planner’s own due and late notifications; the Virto Alerts & Reminder App works with SharePoint lists and libraries. A chain of approvals or an escalation workflow is a job for Power Automate: the daily table is a report, not an escalation.

Updated on October 23, 2026