Flow to send count of items with particular status to different people on my Sharepoint List

[msjs79]

Hello,
I currently have a SharePoint list (SCHrequest) with items in different status: Pending, Verified, Approved and Posted. (Single line of text). I have another SharePoint list (SCHapprovers) with ApproverName (Person or Group) and ApproverType(text) that has Status values/roles. e.g.:
John Doe          Pending
Amy Tiller         Pending
Tina James        Verified
Briana Hyatt      Approved
I currently have separate flows which send the count to the respective approvers based on the status where I have entered the emails in the flow.
Can I create a flow that will look at the SCHrequest list twice a day and notify/send a count of items based on status to the respective approvers on the SCHapprovers list? If there are no items, no emails go out.

Any help /direction is greatly appreciated. TIA!

[efialttes]

Hi!

"Can I create a flow that will look at the SCHrequest list twice a day and notify/send a count of items based on status to the respective approvers on the SCHapprovers list?"

So, you wanna read all items from SCHrequest list by means of 'Get items' action block, then your expectation is to:

-count nr of items in Pending state and report them via email to both John Doe and Amy Tiller,

-count nr of items in Verified state and report them via email to Tina James

-count nr of items in Approved state and report them via email to Brianna Hyatt

Is my understanding correct?

If so, you can do it either by means of threee 'Iitialize variable' action blocks to define three variables of type integer (let's call them PendingCounter, VerifiedCounter, ApprovedCounter) all of them with initial value 0, then an 'Apply to each' whose input shall be 'Get items' output, next inside 'Apply to each' you can add a 'Switch' action block with three branches to evaluate if current item Status and in each branch add an 'Increment variable' action block targeting the corresponding variable...

...or by means of three 'Filter array' (one for Pending, One for Verified, one for Approved) so three length() based WDL expressions (one per filter array) can provide you the nr of elements in each status.

Hope this helps

Thanx!

[rohentz · Accepted solution]

Hi!

I think you can use the recurrence flow, parallel branch and get sharepoint list action using the odata filter for you requirement, if I understood right. 

Just a sample of my flow to run twice a day.

My flow do a get items for each status. At the end an email is sent using the length expression to count the total of items retrieved using the formula length(body('<Get_items_name>')?['value'])  .

Result

Please let me know if this helped on your question, if so, mark the thread as answered.

Regards,

Rodrigo Hentz

Microsoft Support Engineer

[msjs79]

Thank You @rohentz ! I appreciate the screenshots as I am new to Flow .

How do I send email notifications to specific people on a SharePoint list that have the associated status. My list looks like this:

ApproverName (Person or Group) and ApproverType(text) that has Status values/roles. e.g.:

John Doe          Pending

Amy Tiller         Pending

Tina James        Posted

The email for count of pending from the list = 1 , should be sent to John Doe and Amy Tiller; count of posted from the list = 2 , should be sent to Tina James. If count=0, no emails go out.

Thank You.

[msjs79]

With the help of this post, I was able to initialize variables for the different approvers as per the approverlist and create the flow successfully : https://powerusers.microsoft.com/t5/Building-Flows/Get-approver-dynamically-from-sharepoint-list/m-p...

Thank You @rohentz