Flow to send emails to multiple sharepoint groups

[ShreyaHegde]

Hi,

I'm new to power automate and would like to know how to achieve my below requirement using flow.

Step 1: I have a SharePoint list with a custom column Target Audience . It's a person or group picker with multiple selections enabled. The users will be using this to send out emails to multiple groups(it will be different for each user submitting the item). 

For example: User ABC from marketing wants to send out emails to groups related to marketing. So she will create a list item and select the target audience as Group A, Group B so on.  I want to create a flow to be able to retrieve email addresses from each of these groups and trigger an email to the respective people in the groups. 

Step 2: Once the user receives the email he needs to acknowledge it. If its acknowledged the status will be set to "Acknowledged" if not it's set to "Unacknowledged". This data(username, email id)  should be stored in a separate library or list for future reference. 

For example: The site owner needs this data for audit log. And for each item they want the list of users who have Acknowledged or Unacknowledged.

Step 3: They should also have the option to search based on the people picker.

For example: The site owner will enter the person's name ABC in people picker and all the acknowledged items related to this user should be populated.

Thank you! Would highly appreciate your responses.

[v-duann-msft]

Hi @ShreyaHegde

Thank you for posting.

According to your description, you asked three questions and we can achieve two of them using flow.

For the first two issues, we can combine them into one flow.

Step 1:The users will be using this to send out emails to multiple groups/Users

BTW, this is my list.

Flow overview:

Flow in detail:

After testing, flow will send a single email to all selected users. Meanwhile, the status has been changed to "Acknowledged".

Step 2:Once the user receives the email he needs to acknowledge it. If its acknowledged the status will be set to "Acknowledged"

Unfortunately, this part is impossible to achieve in flow. We can’t detect whether recipient read/receive this message or not. The flow can only track sending email. But can’t track receiving operation from recipient side. So I add ‘update item’ in step 1 to make flow change ‘acknowledge’ status as long as flow succeeds to sending this email. Not sure if it’s ok for you. But this is product limitation and we can’t cover it at the current stage.

Step 3: They should also have the option to search based on the people picker.

May I know where you would like to search? I’m confused about this request. Could you please explain in detail for me?

Hope the content above may help you.

Best regards,

Anna

[ShreyaHegde]

Hi @v-duann-msft 

Thank you for your quick response. So I tried your solution. It does send emails for people but when I select multiple groups it fails. 

Here's my list sample:

That's my list and I'm selecting BI test group. I can send single group emails using "Send an Http request to SharePoint". How can I send to multiple groups. In the real scenario they will be sending emails to multiple groups.

My flow:

For step 2. I want the flow to send emails to multiple groups. Is there any way to track the button click for acknowledgment other than using flow. Can I do this in Power apps. Example:  The site owner will go the list create new item and select target  audience(multiple groups not users). This will send an email to people in the groups.

I will give a link to current item. When they click that it will open the list view(but here instead of default list view I was thinking I will create power apps display form with acknowledged button). On click email triggers to created by that it has been acknowledged. During this I also want the username to be saved in a different list for acknowledged and unacknowledged. Is this something I can achieve with flow and power apps only?

I have not done a lot of custom coding so thinking of this. Not sure if its the right way.

Step 3: They should also have the option to search based on the people picker.

May I know where you would like to search? I’m confused about this request. Could you please explain in detail for m - So right now in 2010 environment they have a custom web part displayed on the page with search button based on department and year. It takes them to a page where they can view all the content that has been ack/unack and the users who have done it. How can this be achieved in modern sharepoint?

Thank you! Highly appreciate your help

[v-duann-msft]

Hi @ShreyaHegde 

Thank you for your update. Here are related information for your reference:

Is this something I can achieve with flow and power apps only?

Not sure if it’s feasible using power apps. I recommend you can post another thread regarding this as we are different teams.

How can this be achieved in modern SharePoint?

We can still use web part in SharePoint modern SharePoint. Since it’s related to SharePoint custom development, it’s totally out of our scope. But I can find some samples for you.

https://support.microsoft.com/en-us/office/about-configuring-the-search-box-web-part-b167ca75-b493-4...

https://docs.microsoft.com/en-us/sharepoint/search-box-web-part

Hope it helps.

Best regards,

Anna

[ShreyaHegde]

Thank you Anna. I have created power apps for my requirement 🙂