Generate Email Notifications from Multiple Conditions in Form & Table

[tbrock_troc]

Hello -  I could use some help figuring out the issues with my flow that is set up to trigger email notifications when a SharePoint form has been submitted. I have walked through it logically and it at least seems set up correctly on its surface but having done some testing, I am having issues with:

• Flow generated too many emails for a single submission - expected 1 email, generated 92
• In email body, all info from form seemed accurate but the info pulled from Excel table was different
• 2 other submissions failed the flow for a reason I cannot figure out

General Set-up/Process - we collect spend forecasting via a SharePoint form which feeds an Excel table that has additional calculations running (i.e. total spend) on it. Based on responses to "region" and "position" as well as considering "total spend", the intent is for the flow to provide an email notification to the appropriate parties based on those details.

Here is how I have my flow set up:

• Form - When A New Response is Submitted (Shared SharePoint Form)
• Form - Get Response Details (Shared SharePoint Form)
• Excel - List Rows Present in Table (Excel Table Fed by Form Above)

From there we go into the different conditions to trigger email notifications. The first condition is to email the account director if the request is submitted by Regional Managers (6 regional managers😞

• Used "or" function for 6 conditional groupings each requiring 2 conditions to be met
  • Canada & RM Canada
  • North & RM North
  • Northeast & RM Northeast
  • Southeast & RM Southeast
  • Southwest & RM Southwest
  • West & RM West

• If any 1 of these sets of conditions is met, then flow should send an email. If none of the conditions are met, do nothing. (Note - email removed for screenshot purposes.)

This flow ostensibly worked in that the intended recipient received the email, however it was generated 92x upon a single form submission and the Total Spend (from Excel Table) seemed to be different even though all of the dynamic information from the SharePoint form did not change. It is worth noting that we had 91 total submissions prior to the test submission which generated 92 notification emails - I suspect it sent an email for each of the previous submissions.

The next set of conditions are for District Manager form submissions and the notifications are intended for the account director with regional manager copied for requests over $499 or intended for just the regional manager if the request is for less than $499 total. There are 6 regional conditions all set up similarly for the respective region:

• To determine the appropriate recipient, we use a condition to identify the region and position that is *not* a regional manager - note the "is not equal to" for the second condition:
  
  • Canada & NOT RM Canada
  • North & NOT RM North
  • Northeast & NOT RM Northeast
  • Southeast & NOT RM Southeast
  • Southwest & NOT RM Southwest
  • West & NOT RM West

At this stage, no action if one of the conditions fails. If both region/position conditions are true, it will trigger another condition (><$499) to trigger the same email with slightly different recipients:

• For the >< $499 information, we use the calculation from the Excel Table
  • The form asks for individual costs and not total spend
  • The Excel Table contains a calculation column which sums up the individual expenses (Total Spend)
• If over $499, email sent to account director with regional manager CC'd
• If under $499, email sent to regional manager

(Note - emails removed for screenshot purposes.)

The conditions for the remaining 5 regions is set up identically to this example above, except for the regional manager included in the email recipient fields:

I submitted the form 3x as tests to replicate the following scenarios and the results:

• Request by Regional Manager - sent 92 emails with correct information from SharePoint form but the total spend information (from Excel Table) was different in each of the 92 emails: 

• Request by DSM over $499 - condition failed at Condition - Canada Request level:

• Request by DSM under $499 - condition failed at Condition - Canada Request level:

Not sure where I went wrong but any help is appreciated!

Thanks!

[tbrock_troc]

I made a copy of the flow and having been playing around with it. It seems that including the Excel Table is what is triggering emails for all previous submissions found in the table. 

I set up the new flow without any Excel Table connections up to the RM Request level and I am only getting 1 email per submission. As soon as I add the Excel table back in, it generates 92 emails.

What do I need to do in order to include data from the Excel Table without having the flow apply it to previously submitted lines?