Filter SharePoint list by same username

[Derricks]

Okay, so I have a flow that gets items from a SharePoint list based on a username, creates an approval, creates a table, sends the table in an email and allows me to approve all items from the set username in one email.  The hitch is that I have multiple users posting to the same SharePoint list.  Is there a way to use "apply to each" to build a cycle that will group all usernames together and send separate emails?  It would mean finding an Odata filter that looks for common usernames.

Int text form: List > apply to each> common user name A >rest of flow

                                                      > common user name B > rest of flow

                                                      > common user name C > rest of flow etc.

Does that sound possible or am I stuck just making 16 different flows with all the usernames as the Odata filters for the "get items" potion?

Thoughts?

Derrick S.

[edgonzales]

@Derricks 

Hi there.  Check out this article, Group a List for a Summary Using Power Automate.  It might be enough to get you started.

Keep us posted.

-Ed

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[Derricks]

So I ran through the directions there and I think I kind of made it?  But not entirely.  I follow the directions to get a list but I fee like it is falling apart towards the end.

Here is the build-up (according to their site you sent me):

Then I try and start an approval for each username defined table, but nothing happens.

Super confused now.  Any further thoughts?

[edgonzales]

@Derricks 

When you look at the past runs, is it showing that the flow completed? had errors?  (let me know if you're not certain where to find past runs).  Your setup looks good, we'll sort this out.

-Ed

[Derricks]

It completed, but it only sent me one email and with only one email (on a list with 3 different user names) and no HTML table content in the email.

It doesn't fail, it just sends a single email where I believe I should be getting 3 (one for each username).  It is seeing all the names:

but is only sending a single email...

[edgonzales]

Is the other HTML stuff working (HREF and all that?).

I'd try taking out the approval step for now, and then stripping the email down to just the HTML table (no other code) - just to minimize the things to troubleshoot.

[Derricks]

Okay, I did that.

Now I get three emails (I think it identified the 3 different usernames) but they have the exact same content (the output form the create HTML table).

So we are part way there?  I need it to now send me the output from the get items for SharePoint based on the lines with a common username. in separate emails.  

Currently, it looks like this:

I don't want to get greedy, but it would also be helpful to be able to label the emails with which user name the email is about.

Thoughts?

Derrick

[edgonzales]

@Derricks 

Progress!  Now, I think we just need to focus on the Filter Array step as that is probably the most likely thing to be messing us up.

Post pics of the output from a previous run of the "Get Items" step so we can see how the stuff is labeled (specifically looking for the field you are filtering on in the Filter Array step).  Note that you're Filter Array has the items() part in the right side, where the one in my article is on the left.  I don't know if that makes a difference, but let's switch that to keep things consistent.

Oh, and I just realized you are using items() vs. item()  - we're only looking at one thing, so switch that function to remove the 's'.

Also, let's look at the expression you're using in the Filter Array step, and also in the subject of the email (kudos for that, btw...great idea). 

[Derricks]

 Okay, 

So I changed the thigns you mentioned but it seems like it does not like item as a function and prefers items.  It gave me this error for bot the filter array and send email fields when using item:

The filter array step is: 

items('Apply_to_each')?['User_Name'] 

The email field step is:

items('Apply_to_each')?['User_Name']

as per the article (with some bungling adaptation)

I still get three emails with nothing showing up in the email subject from the expression and a table of the 3 different user names.