Flow that creates a PDF returns too many items

[Jonathan-101]

Hi all,

I have a flow that when items are modified in a sharepoint list, pdf is created from a table and then emailed. My issues is that the details in the PDF is created three times or how ever many items are in the list? I just want the PDF to return the details once.

Please help!

[Pstork1]

Could you post a screenshot of the flow?  Usually this is because the send email is in the wrong place in the logic of the flow.  If you only want one email make sure the send email step isn't inside an apply to each loop.

[Jonathan-101]

Hi yes sorry

[Pstork1]

Where is the Create HTML table in reference to the rest of the flow?  You're doing a Get Items, which will retrieve an array of list items.  That should lead to a loop to process that array.  Where in relation to that loop is the Create HTML table?

[Jonathan-101]

Hi here is the table data

The flow is returning the information, but if there is 5 items in the list, it returns the modified data 5 times instead of just once?

[Jonathan-101]

Sorry, this might be clearer

[Jonathan-101]

Is it not something to do with the Filter Query? only return modified items?

[Pstork1]

What kind of action was the Clear action before you renamed it?  I'm assuming its a Data Select.  Is that Output then what is being used to create the html table?  If it is then how are you applying the formatting style to the table?  And where in the flow are you sending the email.  What else is in the flow.  The screenshots don't show all of it since there is nowhere that you send the email.

[Jonathan-101]

Yes the clear was previously data select. Both the create HTML and compose HTML are used in the email.

The flow is long and I cannot add it all because there is many of the 3 sections above under the yes, so that the table is split into sections within the email.

Is the issue not with the get items filter query? And not having anything there to filter modified items for the table?

Everything else appears to work correctly. 

[Pstork1]

As I've said, the normal cause of this issue is that you are sending the email out as part of a loop.  That's why it sends multiple copies.  The key is to find the loop that its a part of and get it out of that loop.  Without seeing more of the flow, finding the loop and how the Send an email is related to it I can't help you figure out how to keep it form sending multiple copies.

[Jonathan-101]

Oh okay, sorry, what exactly do you need a picture of to advise and I can add it 😀

[Pstork1]

Is the send an email inside a loop?

[Jonathan-101]

This is the full flow

[Jonathan-101]

And this is the result in the email 3 of 1 item instead of 1 of 1 item

[Jonathan-101]

Should I be using 'get item' instead of 'get items'?

[Jonathan-101]

Should the 'value' in 'clear' be from 'get items'

From the details in the email, it appears that the changed data from the sharepoint list, is correct. However it returns the details the amount of times that there are items in the sharepoint list, i.e there are 3 items in the sharepoint list, and there is 3 changed details information in the email.

[Pstork1]

Are you just trying to report on the item that was changed?  If that is the case then you don't need the Get items at all.  If there are fields that aren't included in the trigger then just do a Get Item using the ID that is in the trigger.

So the question is what are you trying to accomplish?  Send an email with a PDF that includes the item that was modified?  Or send a PDF that includes details of the whole list when an item is modified?

[Jonathan-101]

Hi I am trying to send an email on the the items that are in the list after the list has changed. If I remove the get items, what is inserted into the 'clear' *from box?

[Pstork1]

If you want to send a table of all the items then you do need the Get items.  In that case the value and Date used in your Clear action should be from the Get Items action.  I suspect you are using one of them from the trigger instead.

[Jonathan-101]

Hi I dont want to send a table of all the items, just the items that have changed