Scheduled flow emailing users outstanding tasks

[jpdorrian]

Good Afternoon

This is probably something straightforward but I’m having some issues starting a flow.

Situation: Table containing with various tasks, some tasks are overdue.

Task: Need to send an email on a reoccurring basis to the users with outstanding tasks.  Each user should only receive one email per cycle, with a list of outstanding tasks in the body of the email.

Outstanding list changes on a monthly basis so cant be fixed.

Info is stored on Excel, this is up dated on a monthly basis from PowerBi that a colleage set up.

Any help/guidance would be great fully appreciated.

John

[v-yamao-msft]

Hi @jpdorrian ,

Could you share more details on the Excel table? Do you have a status column for you to filter out overdue tasks and outstanding tasks?

Does one user have multiple tasks?

If you want to send out only one email with outstanding tasks to each user, please check the following flow for a reference.

In the Excel table, I have the following columns, Subject, Status, Email, Start (Date), End (Date).

Trigger the flow, you could change it to recurrence.

Initialize an Array variable named Email.

List rows present in a table.

Add Apply to each, select output from Excel value, add Append to array variable, select dynamic content email for the Value field.

Under Apply to each, add Compose action with the following code:

join(variables('Email'),';')

Add Filter array, select from Excel table Value. Condition sets to status is equal to outstanding.

Create HTML table, select from Filter array Body. And customize the needed field likes below:

subject: item()?['subject']

start: item()?['start']

Add Send an email, select Compose Output for To field, and HTML output for Body field. Make sure enable Yes for IS HTML field.

An image for your reference.

Best regards,

Mabel          

[jpdorrian]

Thanks @v-yamao-msft  I'll give this a try, yes one user can have multiple tasks, I cant show the table but have done a mockup with the fields I'll be using.  Calculated field is displaying items that are more than 29 days overdue.  

[v-yamao-msft]

Hi @jpdorrian ,

Have you tried it?

Does it work for your scenario?

Best regards,

Mabel          

[jpdorrian]

@v-yamao-msft  My colleague Atif, got it done while I was on leave, thanks.

[AtifMir]

Many thanks @v-yamao-msft . It was a solution to part of my flow relating to deduplicating user emails and sending out single emails grouping their outstanding datasets. 

[maryvan]

Hello @v-yamao-msft ,

I tried your above suggestion. However, I face the issues that my flow sent an email to all users instead of each user.

Best Regards,

Mary Van