Send Email Flow

[S2_0452]

Hello, 

in my SharePoint list I have some requests that contain different Type of Services ( a column called type of service ) when this happens we store the request as two items but with the same Request ID.. as the case of the last two rows with request id 289. Now both of the request will have the same manager.. I have created a flow in power automate that updates a column called current approver to be the manager and then sends an email to that manager... now the problem is that the email gets sent two times.. I want it to be sent one time how can I adjust my flow to do so? 

[ekarim2020]

Hi @S2_0452 ,

Your Manager column allows you to select multiple managers. So the data structure that holds the manager information will be a collection of managers (or persons). We just need to extract the email addresses for each manager, which we can then use in Outlook.

In the example below, the Manager column for ID 1 contains two managers:

The data structure that holds the manager (person) information is be a collection (an array) of managers (persons):

 

We just need to extract the email address of each manager:

This is the output of the Select action, which is an array of email addresses:

 

We then join all the email addresses together, separating each email address with a semi-colon ';' 

This is the output of the Join action:

Finally, use the output of the Join action in the To: field:

 

 
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[Pstork1]

1) There is no easy way to do what you are asking for.  Since each request ID has one or two lines you'll need to get the unique list of request IDs and then loop through them and filter the list to get the ones that have two records.  To do that Map the Request IDs to an array that only contains the request IDs.  You can do that with the data select command after you toggle it to Text mode to create an array of values.

2) Take the output of that Select and Union() it with itself in a Compose. That will result in an array that only contains unique Request IDs.

3) Do an Apply to Each on the array created in the Compose.  Use the Current Value to filter the array of rows from SharePoint.  Send an email for the set of rows that are returned by each filter.

You also need to do what @ekarim2020 suggests to translate the multiple managers emails into a semicolon delimited list of email addresses. but that alone won't solve the problem of multiple emails for a single request ID.

[S2_0452]

I think you did not understand my question correctly. But thank you fo your efforts.

[S2_0452]

actually there are no multiple managers for the same request... the two requests will have the same manager value.. now regarding the solution you have suggested I am actually a beginner in this and I have been struggling to solve this for almost a week.. can you draw the flow using power automate to show me how to create it? thank you 

[Pstork1]

Here's a blog post I did about the technique I described.  Just substitute the Request ID for the Project manager in the blog.  The process is the same.

It will work, but your real problem is the way you've designed your data source. You should never have duplication of data. If your data source were defined better you wouldn't have a problem.

Send One Email per Person in a Mixed List – What Me Pa..Panic? (dontpapanic.com)

[S2_0452]

where is it ? + what do you suggest for better design of the source?

[VictorIvanidze]

@S2_0452,

start here: https://www.geeksforgeeks.org/basic-database-concepts/ 

[Pstork1]

Sorry, I forgot the URL for the blog post. I edited the reply to add it.

In terms of redesign the goal would be to not have duplicate records for Request ID.  That could be done by creating another list and establishing a one (request ID) to many relationship with the second list. But in this case I would just add another column for the approver. Then instead of copying over the manger field I would fill in the approver field.  Then you can add logic to use the regular manager field if the approver is null or the approver field if its filled in. But each request ID would only have one record.