Get Flow to email the last entry once it is entered

[Gilbertr14]

I have created a flow where a form is completed with multiple options. This then is entered into a SharePoint list. This then needs to email the entered data. Get it all done up to the email portion. What seems to be happening is that I am getting an email for every field entered. As some fields have multiple entries I end up getting 50 - 100 emails for a single request.

[Jay-Encodian]

Hey @Gilbertr14 

Are you able to share a screen shot of your flow configuration?

I'm assuming you're processing the addition of the data in an 'Apply to Each' loop? in which case you need to make sure the send email action is not in the loop, but after it.

HTH

Jay

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[Gilbertr14]

[Jay-Encodian]

Hi @Gilbertr14 

If I've understood your requirements, you need to on submission of a new form (data entered into an SP List):

1. Respond to the 'New Item' event
2. Send an email containing data from the newly created list item

If that's the case I'm not sure why you're using the 'Get Items' action to retrieve further data as you should have access to the new items data from the trigger action, for example you should just need to do this:

If there is a reason for obtaining further data using the 'Get Items' action you should only have a single 'Apply to each' loop.

HTH

Jay

[Gilbertr14]

Hello Jay

The moment I add any of the fields I require, it adds the for each group automatically. I don't seem to be able to get around that.

[Jay-Encodian]

Hi @Gilbertr14 

But you don;t actually need to use 'Get Items' to get the data of the new item.

Why are you using the 'Get Items' action?

Thanks J

[Gilbertr14]

I'm doing it straight form the  when new item is created.

[Jay-Encodian]

@Gilbertr14 

Can you remove all of 'Apply to Each' loop and the contained email action then just add a new 'Send Email' action underneath the 'Get Profile' action then re-add the data?

If this re-adds the loops can you confirm the type of SharePoint list columns your using?

Jay

[Gilbertr14]

It still does it. What I can confirm is that it does it on the columns that have Checkboxes (allow multiple selections) enabled.

[Jay-Encodian]

Give me 5, I'll mock something up for you

[Jay-Encodian · Accepted solution]

Hey @Gilbertr14 

SharePoint choice columns contain an array which is why the 'Apply to each' loop is auto added.

You need to update your Flow similar to this example, which performs the following steps:

For each SharePoint choice column:

1. Create a variable

2. Iterate the SharePoint columns choice array value and append to the associated columns variable.

and finally... send the email.

The SharePoint list columns:

The Flow:

 Example run:

HTH

Jay

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[Gilbertr14]

Thank you very much this is working as required. I appreciate all the help. Our company is diving into electronic forms in a big manner, and this is one of many I have been charged to do. There also doesn't seem to be much learning material apart from the default MS docs which I am ploughing through.

Lastly, I have one last question pertaining to this. 

When it sends the mail it formats the variables as follows;

RedBlueGreen

Is there a way for it to either Format it as per the example below or alternatively put on a new line?

Red, Blue, Green, 

[Jay-Encodian · Accepted solution]

Hi @Gilbertr14 

Just append either whitespace or the <br> tag (Newline) to the end of the 'Append to String Variable' actions:

HTH

Jay

[Gilbertr14]

Awesome Thank you.

[Gilbertr14]

So, we want this flow to run after approval. I have changed the flow to look like the attachment but I keep getting the error in the second picture. It doesn't matter what order I do these in the first one always give me the error.

[Jay-Encodian]

Hi @Gilbertr14 

Always best to raise new issues in new threads to they don't get missed 🙂

Try this:

 HTH

Jay