Contact Birthday & Anniversary Reminder

Overview

A beginner-level scheduled flow that runs daily at 8:00 AM (Eastern) to identify Salesforce contacts with upcoming birthdays in the next 7 days and sends a formatted HTML digest email to a configurable recipient. Designed for sales teams and account managers who want proactive outreach reminders.

Use Case

Sales reps and account managers often miss birthday and anniversary milestones for key contacts. This flow automates the reminder process by pulling contact birthday data directly from Salesforce, filtering for upcoming dates, building a professional HTML table, and emailing it to the team — eliminating manual CRM checks and ensuring timely outreach.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Import the solution

Import the solution into your target environment.

Set the recipient env var

Set the environment variable flowlibs_BirthdayReminderRecipient to your desired recipient email (for example salesteam@yourcompany.com or a distribution list).

Authorize connections

Click into the flow and authorize both the Salesforce and Office 365 Outlook connections with appropriate credentials.

Adjust the look-ahead window

Edit Init_varLookAheadDays to change the window from 7 days to your preferred number of days.

Customize the schedule

Edit the Recurrence trigger to change the time of day or frequency.

Turn the flow on

Toggle the flow state from Off to On once configuration and connections are in place.

Add more contact fields

Optional — add fields like Phone or Title to the email table by editing the Build_Birthday_Rows Select action.

Restyle the email

Optional — change the email styling by editing the Compose_Email_HTML Compose action.

Add a Teams notification

Optional — post the digest to a Teams channel alongside the email by inserting a PostMessageToConversation action in the Yes branch.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

int(formatDateTime(item()?['Birthdate'], 'MM'))

int(formatDateTime(item()?['Birthdate'], 'dd'))

formatDateTime(item()?['Birthdate'], 'MMMM dd')

concat('🎂 ', string(length(body('Filter_Upcoming_Birthdays'))), ' Contact Birthdays Coming Up This Week')

Select + string/replace pattern to concatenate <tr> elements without xpath/xml overhead