Notify project owner's items only once with HTML table

[diegoandre10]

Hi

I created a flow to notify the project owner based on the sharepoint list items he adds.

The flow sends the email with his projects, however the problem that I have is that it send the same email multiple times, also on the email I am receiving all the projects, despite nor all are mine.

As you can see below the first 3 are my projects, the 4th is not,

Email received is

Flow is

How do i receive only one email and not receive all the projects within the body of the message?

thanks

[diegoandre10]

Sorry

Flow is:

[v-litu-msft]

Hi @diegoandre10,

Before you create an HTML table, you need to filter the other project owner, you could refer to these steps:

Step 1. Filter array to find the project belongs to you.

Step 2. Use the item()?['ColumnName'] to map the HTML table.

Step 3. Send an email with the output of the HTML table.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Gristy]

Hey

You get the email multiple times because it is insider a apply each loop over the SharePoint list.

You will need to change your logic to get the email out of the loop.

[diegoandre10]

Hi

and how should I change the current flow?

Thanks.

[diegoandre10]

Hi

on your solution of the flow you dont have a Select, should I get rid of it and copy the flow exactly the same as yours?

Also, what is the filter array for?

Thanks

[v-litu-msft]

Hi @diegoandre10,

The purpose of Filter array action is to filter items that only belong to the Diego or Luciana.

The Create a custom HTML table is ACTS as a Select, it will only show the columns you configure. You can click Show advanced options button, it will show up the header and value sets. You need to set the Columns to custom, Header and Value setting just like below:

item()?['ColumnName']

SharePoint list:

Run result (received email) :

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[diegoandre10]

Hi

Still unclear, see my new flow, I have some questions.

1) on the filter array, why should I enter my name manually? I have up to 20 different people in the real sharepoint list, should I enter one by one for them to get the email?

2) I had used the select step, should I just remove it from my previous flow?

3) under the create HTML table it keeps adding me an apply to each automatically, sames goes when I add the send email step, it automatically adds me an apply to each. Shoud these be removed?

4) on your flow's first image, the body shows an "output" however I dont see that option available.  Should be "body" instead of output 

please see my flow:

Thanks

[v-litu-msft]

Hi @diegoandre10,

Answers to your questions:

1) of course you can enter the 20 different people in a variable if you want to send emails to multiple people, then use the Apply to each to perform the Filter array action.

2) Yes, you can remove the select step from your Flow.

3) Please enter the expression item()?['ColumnName'], for example,

the title should be item()?['Title'];

the porcentaje should be item()?['OData__x0025_completado'].

4) The "output" you can add in the dynamic content:

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[diegoandre10]

Hi

Wonderful, just one thing. When you initialize variable and you enter A,B.C. What should I really type there?

Just in case today i might have 20 people on a sharepoint list, but tomorrow it can be 40, so I dont think it would be a good idea to type each person in the flow.

What would you suggest?

Thanks a lot!

[v-litu-msft]

Hi @diegoandre10,

A, B, C just an example for my introduction, please enter your people's name.

Ok, if these person are dynamical, you can do this, you need to create the other Get items action outside the person loop:

Use the append to array table to create the Person array.

Then, use the union() function to delete these repeated name:

union(variables('Person'),variables('Person'))

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[v-litu-msft]

Hi @diegoandre10,

Has your problem been solved?
If your problem has been solved, You could go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best Regards,
Community Support Team _ Lin Tu

[diegoandre10]

Hi, sorry my delay.

I ve been trying your flow but still confusing. I added the create html table and email at the end

Please advise me where I am wrong

I find the flow complicated, is this the simplest possible?

All I want is to send a table of the projects to the respective project owner (which is dynamic).

Thanks a lot for your help, really appreciate it.

[v-litu-msft]

Hi @diegoandre10,

Please following these steps, it is already the simplest method to achieve your purpose, please create it step by step:

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[diegoandre10]

Hi

Thanks a lot, I almost have it.

Question, I have to type manually item?['Title;]  ?

I dont have the option the add it from the dynamic content.

on the other side, if I dont type items, I get all the fields. Should I use the ones from get items or get items 2?

Thanks!

[diegoandre10]

One other thing I noticed,

When I add the email under the send email icon, an apply to each 3 is added automatically

Is that ok?

from

to

thanks!

[Gristy]

That is because you are using the Project Owner from Get Items 2. If Get Items 2 returns more than 1 result you will get multiple emails.

[v-litu-msft]

Hi @diegoandre10,

1. Yes, you should type the expression item?['Title"] manually.
2. You can use the expression to input the To field. 

   body('Filter_array')[0]['ProjectOwner']['Email']

   

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.