Everyone getting Everyone's task- How to adjust my current flow

[lbm24]

I realize that there are many threads on this but each with a little variation. My flow is working perfect for how I designed it and I love the table design it produces. The project has grown so we need to modify the daily email. How do I now adjust this for the assigned owner of the task (from a sharepoint list) to just receive their tasks.  

I just have outputs in the body of the email and it is addressed to the whole team. Thank you.

[rzaneti]

Hi @lbm24 ,

Here is a quick example about how to identify the unique values for the users in your SharePoint List, and generate a single table and email for each of them.

If any of the steps below are not clear or do not match exactly to your use case, please do not hesitate in asking for more instructions or bringing more context about your needs.

Documentation and reference links

Before start it, I'm sharing some useful links related to the topics discussed in this solution. It may be helpful for you or for any other users that find this thread and don't necessarily are comfortable with some Power Automate concepts:

• Official docs - Data operations (filter array): https://learn.microsoft.com/en-us/power-automate/data-operations 
• Official docs - Data types: https://learn.microsoft.com/en-us/power-automate/desktop-flows/variable-data-types 
• Official docs - Using expressions in conditions: https://learn.microsoft.com/en-us/power-automate/use-expressions-in-conditions?tabs=classic-designer 
• Blog post - Data types in Power Automate: http://digitalmill.net/2023/08/03/data-types-in-power-automate/ 
• Blog post - Using conditions in Power Automate:  http://digitalmill.net/2023/06/23/using-conditions-ifs-in-power-automate/ 
• Blog post - Using dynamic content in Power Automate (in this article, you will also find instructions about how to use expressions): http://digitalmill.net/2023/07/31/using-dynamic-content-in-power-automate/  
• Blog post - Looping arrays in Power Automate: http://digitalmill.net/2023/07/12/using-loops-and-accessing-array-elements-in-power-automate/ 

Overview of the list

I will generate an individual HTML table per Sales person, which will contain only their own records. The Sales person column is of "Person" type, but you can replicate this logic for other data types too.

Step 1 - Starting the flow

I'm starting the flow by returning the records from my List and, right after that, initializing an array variable that I've called "unique_users":

This array variable will store the email address of the 'Sales person', and it will be useful to filter our 'Get items' by user in a future action. 

Step 2 - Get unique 'Sales person'

Now we need to loop the List a first time, just to capture the unique values from 'Sales person' column. To achieve it, insert an 'Apply to each' action, passing the 'body/value' from the 'Get items' as input. Inside the loop, add a condition to test if the array 'unique_users' contains the record's sales person email and allocate an 'Append to array variable' action into the 'If no' block:

Notes about condition:

• In the condition's left input, you must use the expression contains(variables('unique_users'), items('Apply_to_each')?['Salesperson']?['Email']), ensuring that you replace the 'Salesperson' column for the logical name of your actual SharePoint person column.
• In the condition's comparison dropdown, you must keep it as 'is equal to'
• In the condition's right input, you must insert 'true'

In this step, we are accessing each item of the 'Get items' output and checking if we've already stored the 'Sales person' email in the 'unique_users' variable (the condition expression performs this task). If we didn't, the 'If no' block will be executed and we will insert the email address into the array. In this step, make sure to use the person's email, or any other unique identifier of string data type to control the unique users, as the contains expression can be used only with strings.

Step 3 - Getting records by each user

After your 'Apply to each', add another one, but at this time passing the 'unique_users' array as input. Inside this second loop, allocate a 'Filter array' action, which will receive the body/value from 'Get items' action as input. In the 'Filter Query', allocate the 'Sales person email' (in your case, the person column email) dynamic content into the left side input, keep the dropdown as 'is equal to' and insert the dynamic content related to the 'current item' of the current 'Apply to each' loop into the right side input. 

Note: When selecting the 'Current item' dynamic content, make sure to choose the correct 'Apply to each', as you have two loops in your flow. 

In this step, we are reading again the 'Get items' action output and filtering it only by the records related to a specific Sales person.

Step 4 - Generating the HTML table

From now on, you can follow the same design that you already have, just allocating it inside this second loop. Generate your HTML table based on the 'Filter array' instead of the 'Get items', and send it to the desired user.

Testing the flow

The flow ran successfully:

For each of the 'Sales person' users, we have an individual HTML table:

Let me know if it works for you or if you need any additional help!

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[eliotcole]

Hopefully this is a bit simple, ... try these steps:

Make A Select Based Logic

Make A Select With Just The Owners Emails

Use the value from the Get items as the 'From' field, then tap the little pen on the right and delete everything in the 'Map' field then just select the Owners Email (Assignee's?) value as the only thing in there.

Make An Apply To Each With A union() On That Select

Once you have that you can run an 'Apply to each' action afterwards using this expression in the '*Select an output from previous steps' field at the top of it:

union(
  body('SelectOwners'),
  body('SelectOwners')
)

This assumes you have named the Select action 'SelectOwners' as I did.

Anyway, what that does is combine that array of emails with itself, and in doing so it removes any duplicates. This way you have a definable list of everyone with tasks in the SharePoint list.

Here's what that might look like in brief:

 

For Each Apply To Each Filter The Get items By The Current Email

Now within the Apply to each action (I named mine 'ForEachOwner' as above) you make your first action in there a Filter action. This filters on the 'Get items' SharePoint value as the source, and with the Assignee Email (Owner Email) as the condition matching the current ForEachOwner value.

Filter Details:

Key	Value
From	@outputs('Get_items')?['body/value']
Where	Condition Left Middle Right @{item()?['Assignee/Email']} is equal to @{items('ForEachOwner')}

Spoiler

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Compose Name	Expression
EmailCurrentOwner	@{items('ForEachOwner')}
DisplayNameCurrentOwner	body('FilterToCurrentEmail')[0]?['Assignee/DisplayName']

Spoiler

The EmailCurrentOwner expression is relatively simple; it literally takes the value of the email that this particular loop of the ForEachOwner is concerned with. You can select this very value from the Dynamic Data (lightening bolt) under 'Current item' at the bottom.

The DisplayNameCurrentOwner expression does a few things:

• Source - Firstly it looks at the Filter array just made above using body('FilterToCurrentEmail')
• Specific Item - Then it picks the first item in that array using [0]
• Key Value - Then it picks the data wanted to fill this action ?['Assignee/DisplayName']

You can use the display name this way, as you know it will be the same for any other tasks in this Apply to each loop iteration.

Caveats

Everything above was done based on VERY big assumptions on the field names from what I could ascertain from your imagery above. So you may need to adjust a bit if you were to directly use any of this.

Equally, if the above is accurate you could just use those as in-place constants that can define that information for you.

Finally, be careful of using Variables inside Apply to each loops. If you do (perhaps to separate the tasks into a 'per project' way) then ensure that your Apply to each loop containing the variable has the Concurrency setting set to '1' so that it only handles one loop at a time. This stops different loops using the same value from the variable.​

[eliotcole]

Ugh, I despise it when the Community post editor is being a pain like this.

I cannot edit the above without losing it, I suspect due o the fact that I have included a full scope for you to just paste into your flow.

Just CTRL+V (in Windows) when you're on the My clipboard tab of the add an action flyout and you will get some nice stuff to play with!