Multiple list items in one mail, but one mail per person

[Anonymous]

Hi all,

I'm trying to build a flow that sends recurring reminders to people of open list items. So, what it needs to do is:

• Filter items in a list to open items
• Send 1 mail with all items that have been assigned to person A and 1 mail with items that have been assigned to person B to these respective persons.

What I've managed to build is a flow that filters and sends only 1 mail, but the mail is send to everybody that appears in the 'assigned to' column. So basically everybody that has a list item assigned to them receives a list with all open list items, also the ones that are assigned to other people.

This is what I've done:

Thanks in advance for any help!

Merel

[v-yamao-msft · Accepted solution]

Hi @Anonymous ,

Do you want to send emails to people with items assigned to them separately?

Please check if the following configuration will be a reference for you.

Initialize an Array variable named as Test.

Get items from the list using Filter Query Status eq ‘Approve’.

Add Apply to each, select Value from Get items, within the apply to each loop add action Append to array variable, select dynamic content Assigned Email for the Value field.

Add Compose action with the following function:

union(variables('test'),variables('test'))

Add Apply to each to, select output from the Compose output.

Within the loop, add action Filter array, select Value from Get items action, set its condition to:

Assigned Email is equal to Current Item (of Apply to each 2)

Add action Create HTML table, select Body from Filter array. Here I customize Title and assigned field using the following functions:

Title: item()?['Title']

Assigned: item()?['Assigned']?['Email']

Add action Send an email. Select HTML output for the body field, and enable Yes for the Is HTML field.

Best regards,

Mabel  

[Anonymous]

Hi @v-yamao-msft ,

Thanks for your superswift reply!

Indeed what you're describing is what I want to do. When I try your solution however, the Create HTML automatically turns into an 'apply to each' loop. In my test setup I have 3 items from the list that should be emailed to me. When testing this solution,  I receive 3 emails with 3 rows of the same item. So email one contains 3 rows with item A, email 2 contains 3 rows with item B, email 3 contains 3 rows with item C.

Any ideas why this is?

Thanks again!

Merel

[v-yamao-msft · Accepted solution]

Hi @Anonymous ,

In the action Create HTML table, you should select Body from Filter array but not select Value from the action Get items.

Please check the screenshot I provided in my previous post and try again with it.

Best regards,

Mabel

[Anonymous]

Hi @v-yamao-msft ,

I now see what you mean and it works perfectly! Thank you so much!

Merel

[vsolanon]

Hi @v-yamao-msft   great information is just what I was looking for 🙂

Is it possible to get the number of items each person will receive in the email? I would like to include on the subject of the email sent the number of items related to that person. 

Thank you in advance!

[Dr1989]

This solution works really fine. Thanks for that. I have a short question: When I change Recurrence into When a new SharePoint List item is added, the flow sends the emails as much as rows are according to the user. Does anybody know, what I have to change? Thanks

[Anonymous]

I am getting the following error: Flow save failed with code 'InvalidTemplate' and message 'The template validation failed: 'The inputs of template action 'Filter_array' at line '1 and column '1913' is invalid. Action 'Apply_to_each' must be a parent 'foreach' scope of action 'Filter_array' to be referenced by 'repeatItems' or 'items' functions.'.'.

[Anonymous]

The execution of template action 'Apply_to_each_2' failed: the result of the evaluation of 'foreach' expression '@outputs('Compose')' is of type 'String'. The result must be a valid array.

Please assist boss 

@v-yamao-msft 

[Anonymous]

My error snapshot community, please check and advise where did i go wrong with compose 

[Anonymous]

By reading this post again and again i have solved the previous problem, however new issue i am getting the same email equal to the number of items on my name

[Dan14]

Hi Mabel,

I followed your flow exactly, but it still sends as many emails as items are created in SQL for each email. 

Any help is highly appreciated.

Thank you!

Dan

[Dan14]

Same here. Did you find a workaround for that?

Thank you!

Dan

[Anonymous]

s

[Anonymous]

Hi Dan, 

problem is with your create HTML table at first, you have straight away added values from dynamic content, however you have to use the expression dynamic content section to add each value field. 

Example: If you want to add Title from your list = Click on Dynamic content - than Expression and add title in this manner - 

item()?['Title']

and so forth for all the other value fields. 

Hope this works

[Dan14]

Thank you for the quick reply. Yes, i have already created the html table using the item expression. This not seems to be the issue.

Are you saying that following the steps in this original thread, you were able to send one single email with multiple items assigned to that email address?

Thank you,

Dan

[Anonymous]

Yes, following the suggested steps by @v-yamao-msft my flow is working as expected. 

[Dan14]

Using 'Recurrence' as trigger or 'When an item is created'? For me it's not working with 'When an item is created' trigger.

Thank you!

[Anonymous]

Haven't tried with Item is created - mine is recurrence

[Anonymous]

Hello

This is an old conversation but was very helpfull for me today. The flow works perfectly when the step "create HTML table" is set as automatic. As soon as change to custom and enter the information in the first field, power automate will add  a "apply to each" loop in which my table is inserted. This completly bugs the flow as I will receive several emails containing several lines

How can I remove this "apply to each" loop and set the HTML to customized?

screenshot below

Note that my data are stored in a spreadsheet in my one drive and I use the function "List rows present in a table"

thanks for your assitance