Power Automate is a low-code platform that allows users to build workflows across multiple applications and systems. These workflows can automate simple tasks such as saving email attachments to SharePoint, as well as more advanced business processes involving multiple applications and steps. In this example, a recurring notification flow is created to send a daily email containing newly created leads and orders from Dynamics 365 CRM. The goal is to provide a quick summary of new business activity each morning so important follow-up actions can be identified early in the day.
Create a new flow
Begin by opening Power Automate and selecting the appropriate environment. During the initial design and testing phase, a manual trigger is used because it provides control over when the flow runs. After creating the flow, give it a descriptive name such as:
- New Leads and Orders from the Past Day
A clear naming convention makes flows easier to maintain and easier for colleagues to understand if the solution is shared later.
Set up reusable variables
The flow uses string variables to store content that will eventually be placed into the notification email. Two variables are initialized:
Variables allow information to be built and reused throughout the flow without needing to recreate the same content. They also make complex workflows easier to manage and maintain.
Retrieve data from Dynamics 365 CRM
To gather information from CRM, use the Dataverse connector and the List Rows action. The example retrieves records from:
Since the goal is to capture only new activity, the flow first retrieves the current time and then subtracts one day. This calculated date is used to filter records so only items created within the last day are returned. To improve performance and reduce unnecessary data retrieval, select only the fields required for the email. Lead fields include:
- Lead ID
- First Name
- Last Name
- Email Address
Order fields include:
- Order Name
- Sales Order ID
- Total Amount
Limiting the columns returned helps the flow process data more efficiently.
Build formatted lead and order summaries
After retrieving the data, the flow uses Append to String Variable actions to create formatted text for each record. For leads, the summary includes:
- Name
- Email address
- Direct link to the CRM record
For orders, the summary includes:
- Order name
- Total value
- Direct link to the CRM record
Power Automate automatically creates an Apply to Each loop when multiple records are returned. The formatting logic is applied to every lead and order retrieved during the flow run.
Format financial values
The example also demonstrates using the Format Number action to display order totals as currency values. Formatting values before they are inserted into the email improves readability and creates a more professional notification.
Create the notification email
Once the lead and order summaries have been assembled, add an Outlook Send an Email (V2) action. The email contains:
- A subject line identifying the report
- A Leads section populated from the Lead String variable
- An Orders section populated from the Order String variable
Using variables keeps the email structure simple while allowing the content to update dynamically each time the flow runs.
Test the flow
Before scheduling the workflow, save and test it using the manual trigger. Testing verifies that:
- CRM records are being retrieved correctly
- Filters are working as expected
- Email formatting looks correct
- Links and values display properly
The demonstration shows a successful email containing both a newly created lead and a newly created order from the previous day.
Convert the flow into a recurring schedule
After testing is complete, replace the manual trigger with a Recurrence trigger. The example configuration includes:
- Interval: 1
- Frequency: Daily
- Scheduled time: 4:00 AM
This ensures the email arrives before the workday begins, providing an up-to-date summary of recent business activity.
Use recurring notifications to stay informed
Recurring notification emails are a simple but powerful way to automate routine reporting. Rather than manually reviewing CRM data every morning, Power Automate can collect, organize, and deliver the information automatically. By combining Dataverse, Dynamics 365, Outlook, variables, and recurring triggers, you can create personalized notifications that highlight the information most important to your role and help you start each day with clear priorities.
