Outlook & Excel Automated Performance Review Reminder Workflow

📖 Documentation

Managing biannual performance reviews can be a challenge—departments forget deadlines, HR wastes time following up, and data gets messy across spreadsheets. This workflow solves those problems by combining Microsoft Excel for record-keeping with Outlook for communication. Every day, it checks for pending reviews, updates the department’s status when forms are submitted, and automatically sends reminder emails three days before a due date. If the deadline passes, the system escalates with an overdue email. Once all reviews are complete, the workflow shuts itself off until the next cycle. This creates a smooth, reliable performance review process without manual chasing.

⚙ Workflow Steps

1. The workflow triggers once per day at 11:00 AM.
2. It checks the Excel “Response” sheet for any form submissions still marked as “No.”
3. If a new submission is found, it updates the review status to “Completed” in both the “Biannual Review” sheet and the “Response” sheet.
4. It then looks for any departments with pending reviews.
5. • If no pending reviews exist, the workflow automatically deactivates.
   • If pending reviews remain, it calculates due dates.
6. If today is three days before a due date, the department receives a reminder email.
7. If the due date has already passed, the department receives an overdue notice.

✅ Key Benefits

• Save HR countless hours by eliminating manual reminders and follow-ups.
• Ensure departments never miss review deadlines with proactive reminders.
• Keep Excel records accurate and automatically updated for transparent reporting.