Email to Missing Users from SPlist that have year 2024 on it

[Thanasis]

Hello,

I have a list in SP that I compare to a 365 group. When a name is missing from the Sp list it will send them an email reminding them to submit a form. What I want to do is add to that flow to not only check if the name exists in that SP list (That name may actually be in the list from last year) but also check if the column Year is 2024 and then send an email. 

So I have the flow that compared the sp with the 365 group and it was working just fine

When I add this on the condition 

it actually sends, if there 100 people in the 365 group, it will send them 100 emails each remind them to submit the form. So I am doing something wrong. Anybody can help?

[michael0808]

Try the following:

Initilize an array to store your group member emails, and a currentYear varriable that will store the currentYear + 1 using the expression:

addToTime(utcNow(), 1, 'Year', 'yyyy')

List your group members and append the values to the array just as you were doing previously:

toLower(items('Append_groupMembers')['Mail'])

Create a Apply to Each and loop through your group member emails. For each iteration, you will run a Get Items action with a filter query to look for the items you want. If you are using a "Person" column, use the example below, otherwise replace  with your column name - Keep in mind that the "Person" column requires a sub-field for EMail and is case sensitive as shown below.

TestPerson/EMail eq '@{items('Loop_groupMembers')}' and Year eq '@{variables('currentYear')}'

Finally, you will create a condition to check if the output of Get Items is empty, if it is, it means that there are no list items with that persons email for that particular year, in this case 2024.

empty(outputs('Get_items')?['body/value'])

I hope this helps!

[grantjenkins]

Do you have a Single line of text column that has the users email address, or is it using a Person column to store the actual users? And assuming the Year is a Number column?

[grantjenkins · Accepted solution]

Assuming your Employees are stored in a Person column, this is how I'd likely build the flow. This ensures you are only looping over each of the users that still haven't submitted a form for the specified Year.

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

I'm not sure how you are triggering your flow, but if manual then I'd add a Number input field so you can specify the Year when you run your flow.

List group members will retrieve the group members. Note that this will only return the first 100 users by default. If you have more than this, then I'd suggest you set Top to 999 so it will return up to that many (max we can return).

Get items users the Filter Query to retrieve all the items for the Year you specified when you started the flow. Note that Get items will only return the first 100 items by default. If you have more than this, you can set the Top Count to an appropriate value - max is 5000.

Select will extract out the Employee Emails addresses into a simple array.

Filter array will filter down the results from our Get items further by checking if the member of the group is not contained in the array of Employee Emails. This will give us only the users that have not submitted a form in the Year you specified. This is the users we need to email asking them to fill in the form.

Apply to each will iterate over each of the users that still haven't submitted a form.

Send an email will use the outputs from the Filter array to send an email to the users.

[Thanasis]

@grantjenkins I have a text column for both email and user's name. I get the date from a MS form. When a user submits a form the users name and email are stored in those columns. Do I need to change anything or can I still use your flow ?

[grantjenkins]

It should still be all good. You'd just need to use your Email column within the Select.

[Thanasis]

Thank you @grantjenkins