Stale Contact Cleanup Notification

Overview

This flow runs on a monthly schedule to identify Salesforce contacts that have had no activity in a configurable number of months (default: 12). It compiles the stale contacts into a styled HTML report, routes the list through an approval workflow, and sends the appropriate follow-up email based on whether the reviewer chooses to keep or archive the flagged contacts.

Use Case

Sales teams accumulate contacts over time, many of which become inactive. This flow automates the hygiene process by surfacing stale contacts to a sales manager for review, reducing manual CRM maintenance and keeping the Salesforce database clean. The approval gate ensures no contacts are archived without explicit human review.

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 managed/unmanaged solution into your target Power Platform environment.

Set environment variable values

Set flowlibs_StaleContactInactivityMonths to your preferred inactivity threshold (e.g., 6 for 6 months) and flowlibs_StaleContactCleanupRecipient to the email address of the person who should review stale contacts.

Authorize connections

Create or authorize connections for Salesforce, Office 365 Outlook, and Approvals.

Turn on the flow

Enable the flow - it will then run automatically on its monthly schedule.

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.

addToTime(utcNow(), mul(int(variables('varInactivityMonths')), -1), 'Month', 'yyyy-MM-ddTHH:mm:ssZ')

coalesce(items('For_Each_Stale_Contact')?['Email'], 'N/A')

equals(outputs('Start_Cleanup_Approval')?['body/outcome'], 'Approve')