Multiple emails being sent when using Search for Users (v2)

[catlady3]

Hi,  so basically I'm building a flow that will create a sharepoint list based on a submitted form with attachment.  I want to send an email with attachment to the form responder and 3 managers.  The managers are pulled from another list based on the store that is selected in the form and populated in 3 separate fields - DM, RVP, FAM.  My flow is working, but everyone is receiving 2 or 3 emails each time the form is submitted.  I'm fairly new to power automate so my flow probably isn't pretty.  Any help is greatly appreciated! 

[Anonymous]

Hi @catlady3 ,

The nested apply to each steps is causing the multi emails. Do you have only one DM, RVP and FAM for each store? If so, instead of "search for users" steps you can use "get user profile" step. 

[catlady3]

I figured that was the issue.  There is a DM (district manager), RVP (vice pres) and FAM (field manager) for each store.  I look up those managers using a store information list in sharepoint.  Then I need to find their email addresses in outlook which is why i'm using 3 search user steps, one for each name. What is the difference using  the 'get user profile' ?  

[fchopo]

Hello @catlady3 

Could you show how are you storing the managers in the SharePoint list? Are you storing only the name of the managers, the user id? Are those managers external users outside the company? With this information we could narrow the problem and modify the flow, as @Anonymous mentioned, you're sending multiple emails due to the "apply to each" actions.

Regards,

Ferran

[catlady3]

Hi @fchopo ,  I'm storing only their names in the list and they are internal users.  

[fchopo]

Hello @catlady3 

I've tried to recreate a flow similar to your, but using some functions to avoid "apply to each" iterations:

The steps are:

1) When the response is submitted

2) Get the details and after that, the managers in SharePoint (get items).

3) The get items action could return more than 1 row, but in any case, we're going to get only the first one using the following expression:

first(body('get_items')?['value'])

4) As we want to access the "DM", etc.. fields, we're going to use the expression:

first(body('get_items')?['value'])?['DM']

5) For the search for users action, we have the same problem: multiple records can be returned by the action, but we're getting only the first one, and accessing the email field:

first(body('search_for_users_(v2)')?['value'])?['Mail']

So you could do the same for the 3 managers in parallel branches, and avoid all those apply to each.

Hope it helps!

Ferran

[catlady3]

Hi @fchopo ,  Will your flow allow for only one email with all the managers' addresses?  I'm sending only one email to all managers with an attachment.  I'm not sure if I clarified that before.