Delivery of HTML Table to Specific Managers from SharePoint List

[Surajde]

Hi All, 

Need your help to build a flow using below sample data from SharePoint List that should deliver an HTML Table to specific App Owner and Escalation Focal. I have built a flow but not sure how to capture each manager from App Owner since this is multiselection Person field on SharePoint. 

I would appreciate if you can guide me from where to start and construct 

Application ID	Application Name	Domain	Application Type	PlannedUpgradeDate	Actual UpgradeDate	GI Status	KPI Days Left	AppOwner	Escalation Focal
112233	MOTS	Diamond	Prod	5/7/2023	3/20/2023	Upto Date	25	Sanjay Singhania	Ram Narayan
112233	MOTS	Diamond	Non-Prod	4/27/2023	3/30/2023	Upto Date	15	Sanjay Singhania	Ram Narayan
223344	Treas_Opex	Nickel	Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Chris Almon
223344	Treas_Opex	Nickel	Non-Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Chris Almon
356578	Titanium_tel	Titanium	Prod	4/12/2023	4/14/2023	GI Overdue	0	Satish Rai; Timothy Bulock	Ram Narayan
356578	Titanium_tel	Titanium	Non-Prod	4/5/2023	4/21/2023	GI Overdue	-7	Satish Rai; Timothy Bulock	Ram Narayan
465789	CropsEpX	Jewel	Prod	4/17/2023	4/9/2023	GI Due	5	Sanjay Singhania	Chris Almon
465789	CropsEpX	Jewel	Non-Prod	4/17/2023	4/9/2023	GI Due	5	Sanjay Singhania	Chris Almon
245356	MOTS_topical	Titanium	Prod	5/9/2023	3/18/2023	Upto Date	27	Satish Rai; Timothy Bulock	Suraj Devathali
245356	MOTS_topical	Titanium	Non-Prod	7/11/2023	1/14/2023	Upto Date	90	Satish Rai; Timothy Bulock	Suraj Devathali
223344	Treas_Opex	Nickel	Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Chris Almon
223344	Treas_Opex	Nickel	Non-Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Chris Almon

[grantjenkins]

Just to confirm what you're after. Given the App Owners and Escalation Focal users in your list above, would you expect to send out 4 emails (one for each App Owner) and 3 emails (one for each Escalation Focal user) = total of 7 individual emails sent out, with only records that are related to each particular user?

[Surajde]

@grantjenkins , 

I want to send an HTML Table clubbed all records of those App Owner in (TO:) and Escalation focals in CC. 

All their records should be clubbed in an HTML Table. They should not receive any different records which do not belong to them. 

more of like a personalized mail. just help me to get Person Name for each record since it is multiselection person field and put it in the HTML Table. (if case of two app owners they should appear together in the column)

for example: see below email. 

[grantjenkins]

Sounds good - I can work on it when I wake up (1.30AM for me at the moment so off to sleep).

Just a bit unsure about the CC for Escalation Focals. If I send an email to Timothy Bulock with just their records, who would I CC as there are multiple Escalation Focals across his records?

[Surajde]

Hi @grantjenkins , 

Of course Rest well 🙂

Please note. Whichever record has multiple App Owners they all should get email as TO: 

also they both should appear in the HTML Table against their records next to each other separated by a comma or semicolon. 

[Surajde]

Hi @grantjenkins, 

edited table data correctly. 

Application ID	Application Name	Domain	Application Type	PlannedUpgradeDate	Actual UpgradeDate	GI Status	KPI Days Left	AppOwner	Escalation Focal
112233	MOTS	Diamond	Prod	5/7/2023	3/20/2023	Upto Date	25	Sanjay Singhania	Ram Narayan
112233	MOTS	Diamond	Non-Prod	4/27/2023	3/30/2023	Upto Date	15	Sanjay Singhania	Ram Narayan
223344	Treas_Opex	Nickel	Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Suraj Devasthali
223344	Treas_Opex	Nickel	Non-Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Suraj Devasthali
356578	Titanium_tel	Titanium	Prod	4/12/2023	4/14/2023	GI Overdue	0	Satish Rai; Timothy Bulock	Ram Narayan
356578	Titanium_tel	Titanium	Non-Prod	4/5/2023	4/21/2023	GI Overdue	-7	Satish Rai; Timothy Bulock	Ram Narayan
465789	CropsEpX	Jewel	Prod	4/17/2023	4/9/2023	GI Due	5	Sanjay Singhania	Ram Narayan
465789	CropsEpX	Jewel	Non-Prod	4/17/2023	4/9/2023	GI Due	5	Sanjay Singhania	Ram Narayan
245356	MOTS_topical	Titanium	Prod	5/9/2023	3/18/2023	Upto Date	27	Satish Rai; Timothy Bulock	Ram Narayan
245356	MOTS_topical	Titanium	Non-Prod	7/11/2023	1/14/2023	Upto Date	90	Satish Rai; Timothy Bulock	Ram Narayan
223344	Treas_Opex	Nickel	Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Suraj Devasthali
223344	Treas_Opex	Nickel	Non-Prod	4/22/2023	4/4/2023	GI Due	10	Vijay Pawar; Teddy Santos	Suraj Devasthali

[grantjenkins · Accepted solution]

Hopefully this is what you're looking for.

For this example, I'm using the following SharePoint List. App Owner is a Person field set to multiple select. Application Name is using the Title field (just renamed it).

See full flow below. I'll go into each of the actions.

Get items retrieves our list items.

XML is a Compose action that converts our data to XML so we can use XPath expressions to extract the App Owners. The expression used is:

xml(json(concat('{"root": { value:', outputs('Get_items')?['body/value'], '}}')))

Select extracts out all the App Owners across the list items. This will allow us to iterate over each one to get their items and send an email. The expressions used are:

//From
xpath(outputs('XML'), '//root/value/AppOwner')

//Map
json(item())?['AppOwner']

Style HTML table is a Compose action that contains some CSS for styling the HTML table so it looks nicer in the email sent out.

<style>
    table {
        border-collapse: collapse;
    }
    table td,
    table th {
        border: 1px solid #ddd;
        padding: 6px 20px;
        text-align: left;
    }
    table th {
        background-color: #1C6EA4;
        color: white;
    }
</style>

Apply to each iterates over each of the App owners. It uses the following expression to remove duplicate values so we only iterate over each App owner once.

union(body('Select'), body('Select'))

Filter array uses the output from Get items and checks to see if App Owner contains the current App Owner we are iterating over.

Create HTML table uses the output from Filter array (the items for the current App Owner) and maps out the fields we want to show. Below are the expressions used for each of the mappings.

//Application ID
item()?['ApplicationID']

//Application Name (uses the Title field in our SharePoint list)
item()?['Title']

//Domain (Need to get the value sinces it's a Choice field)
item()?['Domain/Value']

//App Owner(s)
join(
    union(
        xpath(outputs('XML'), concat('//root/value[ID="', item()?['ID'], '"]/AppOwner/DisplayName/text()')),
        xpath(outputs('XML'), concat('//root/value[ID="', item()?['ID'], '"]/AppOwner/DisplayName/text()'))
    ),
    ', '
)

//Escalation Focal
item()?['EscalationFocal/DisplayName']

//Other fields
item()?['NAME_OF_YOUR_FIELD']

Escalation Focal Emails is a Compose action that retrieves each of the Escalation Focal emails that are related to the records in the current HTML table data. It removes duplication emails and joins them with a semicolon so we can use them in the CC field in our email.

join(
    union(
        xpath(outputs('XML'), concat('//root/value[AppOwner/DisplayName="', item()?['DisplayName'], '"]/EscalationFocal/Email/text()')),
        xpath(outputs('XML'), concat('//root/value[AppOwner/DisplayName="', item()?['DisplayName'], '"]/EscalationFocal/Email/text()'))
    ),
    ';'
)

Send an email (V2) uses the output from Style HTML table and Create HTML table in the Body, and the output from Escalation Focal Emails in the CC field. It also uses the following expressions for the To field and the Display Name in the body.

//To
items('Apply_to_each')?['Email']

//Display Name (in the Body greeting)
items('Apply_to_each')?['DisplayName']

A couple of sample emails sent out are below.

[Surajde]

Hi @grantjenkins , 

This is perfect solution. You're amazing!

The only change I need is here is records to be filtered as per Domain and not as per App_Owner column. 

I managed to do that till HTML Table and ran the test output and bingo! Tables got created as per each Domain. 

after filtering by Domain Escalation Focal Emails started failing. 

Error: 

Unable to process template language expressions in action 'Escalation_Focal_Emails' inputs at line '0' and column '0': 'The template language expression 'join(
union(
xpath(outputs('XML'), concat('//root/value[App_Owner/DisplayName="', item()?['DisplayName'], '"]/Escalation_Focal/Email/text()')),
xpath(outputs('XML'), concat('//root/value[App_Owner/DisplayName="', item()?['DisplayName'], '"]/Escalation_Focal/Email/text()'))
),
';'
)' cannot be evaluated because property 'DisplayName' cannot be selected. Property selection is not supported on values of type 'String'. Please see https://aka.ms/logicexpressions for usage details.'.

[grantjenkins]

Below is how I would do this by Domain.

See full flow below. I'll go into each of the actions.

Get items retrieve the list items.

XML is a Compose that converts the data to XML (same as before).

xml(json(concat('{"root": { value:', outputs('Get_items')?['body/value'], '}}')))

Select retrieves all the Domains. Note that we use Domain Value here to get the actual value of the choice field.

Style HTML table is a Compose that contains some CSS (same as before).

Apply to each iterates over each unique Domain.

union(body('Select'), body('Select'))

Filter array filters on Domain Value to retrieve the items for the current Domain we are iterating over.

Create HTML table is exactly the same as before (no changes).

App Owner Emails is a Compose that retrieves a list of all the App Owner emails and joins them with a semicolon.

join(
    union(
        xpath(outputs('XML'), concat('//root/value[Domain/Value="', item(), '"]/AppOwner/Email/text()')),
        xpath(outputs('XML'), concat('//root/value[Domain/Value="', item(), '"]/AppOwner/Email/text()'))
    ),
    ';'
)

Escalation Focal Emails is a Compose that retrieves a list of all the Escalation Focal emails and joins them with a semicolon.

join(
    union(
        xpath(outputs('XML'), concat('//root/value[Domain/Value="', item(), '"]/EscalationFocal/Email/text()')),
        xpath(outputs('XML'), concat('//root/value[Domain/Value="', item(), '"]/EscalationFocal/Email/text()'))
    ),
    ';'
)

Send an email uses the output from Style HTML table and Create HTML table in the Body, the output from Escalation Focal Emails in the CC field, and the output from App Owner Emails in the To field. I also added Current item in the Subject, so it shows the current Domain.

Below are the emails that would be sent out for each Domain.

[Surajde]

@grantjenkins  thanks a ton again for your efforts. 

Can you please provide the code you added here for App Owner(s). This is exactly the same step where I'm stuck from the very beginning 😂. 

My flow is getting failed only for this step. 

[grantjenkins · Accepted solution]

Below is the expression for getting the App owners. You may need to change the field name to suit what you have.

//App Owner(s)
join(
    union(
        xpath(outputs('XML'), concat('//root/value[ID="', item()?['ID'], '"]/AppOwner/DisplayName/text()')),
        xpath(outputs('XML'), concat('//root/value[ID="', item()?['ID'], '"]/AppOwner/DisplayName/text()'))
    ),
    ', '
)

What is the error message you are getting?

[Surajde]

@grantjenkins , 

Yes its all working. I was making mistake in actual column name on SharePoint List. 

Thanks again 😀

[Surajde]

@grantjenkins  additional request please. 

By any chance if you can help with Days Left column. Since it is a calculated column on Sharepoint it is giving value in decimals. 

<Days_Left>-5.437500000000000</Days_Left>

Can we convert this value to Integer? I tried using Int(item()?['Days_Left']) 

unfortunately it's not working. 

[grantjenkins]

What would you expect it to be? Converting to an integer will cut off the decimal places. Did you want to just remove the decimal places, or round up/down?

Alternatively, we could just have it formatted with 2 decimal places.

Let me know.

[Surajde]

@grantjenkins , 

Yes. Since it is calculated date difference, so I just want to remove decimal places. not rounding off. 

[Surajde]

Hi @grantjenkins, 

Did you get chance to look at number decimal issue? 

xml output: 

<Status>Overdue</Status>

<Days_Left>-6.43750000000000</Days_Left>

output should be only -6 days. 

[grantjenkins · Accepted solution]

Try the expression below:

first(split(item()?['Days_Left'], '.'))

[Surajde · Accepted solution]

Simply genius!