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YvonneTian
Regular Visitor

Send one email per user based on a date on sharepoint list every Monday morning

Hi Power Automate gurus,

 

I built a workflow which aimed to send emails to the owners if their requests are overdue. All request details are documented in a SharePoint list. The logic of this workflow works as follows:

 

When an item in the SharePoint List is created or modified -> Identify the overdue items -> Send email to the owner.

 

This workflow works okay. Now I have 2 requests to be added to this workflow

#1. The Workflow can only be triggered every Monday 9 AM (Now it sends when there is a change to the list)

#2. The Workflow only sends 1 email per request (Now it sends emails every time there is a change to the list)

 

Anyone has any ideas how to improve the workflow to get it working for those two points? Thank you so much!!

 

Cheers,

Yvonne

2 ACCEPTED SOLUTIONS

Accepted Solutions

Hi @YvonneTian ,

 

I was just sharing this flow with someone else and saw your post.  This one is from an Excel table but still valid if you are using a SharePoint List too, just change the Excel part to List.

 

On #1 for the 9 AM run, change trigger from when an item is changed or modified (if that's what it is) and add a Scheduled flow Monday 9 AM, you can select both options

 

trice602_1-1692940537856.png

 

For the one email option, here's the guts of the flow.  It's a little long but not too bad.  This example has a create csv and create file (to attach) but skip those two steps.

 

trice602_0-1692940361496.png

trice602_2-1692940611567.png

 

 

First two variables...

 

trice602_3-1692940689740.png

 

Next you will add all email addresses to a variable and then in the next step, remove the duplicates...

 

trice602_4-1692940748017.png

 

The last Apply to Each is for the single email per address...

 

trice602_5-1692940807615.png

 

When you add filter array for the next step, this will automatically wrap itself in an apply to each.  Here I am selecting my Excel table (your SP list) and I am filtering the Current Email to the Email column in the List.

 

Next, I create an HTML table from my filter array.  The values are expressions, not dynamic content so you would enter these in, as an example for Description, as item()?['Description'] .  Do this for each of your columns in your html table. 

 

trice602_6-1692940877306.png

 

 

Next I am putting a border and some cell spacing on the table of the email.  Remember, skip create csv and create file (different example).

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
trice602_7-1692941122366.png

 

Lastly, your Send Email (V2).  Your to: is the Current Item of the Apply to Each and your html table content for the email is the variable formatTable, as shown below.

 

trice602_8-1692941194691.png

 

It took me a couple of tries the first time to get this right but now use this multiple times a day in multiple flow and is very useful.  Ping me if you need help.  If this was helpful, please mark as a solution to help others find it quickly too!

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

Thanks Tom!! That is super helpful!!

 

The trick is to make it a SCHEDULED workflow!!! I spent so long looking for this **bleep** 'recurrence' and here it is!! That lightens my day and makes everything works!!!

 

Just to post my solution which could be slightly more straight forward than yours 

 

YvonneTian_0-1692942867338.png

 

The Logic basically goes as this

 

When it is a Monday / Friday

-> Set a variable called 'Today'

-> Get the SharePoint List

-> Check if any item that has 'Rescheduled completion date' earlier than today

    -> The second condition was then to check when there is no reschedule, if the item has 'desired completion date' earlier than today

-> Send email (email address obtained in the list)

 

I got the luxury to cut down my workflow because all the information such as emails and expected delivery date are pre-loaded. However your solution is absolutely amazing. Thank you so much for putting all these time and effort trying to answer my question!!! Have a lovely weekend 🙂

 

Cheers,

Yvonne

View solution in original post

3 REPLIES 3

Hi @YvonneTian ,

 

I was just sharing this flow with someone else and saw your post.  This one is from an Excel table but still valid if you are using a SharePoint List too, just change the Excel part to List.

 

On #1 for the 9 AM run, change trigger from when an item is changed or modified (if that's what it is) and add a Scheduled flow Monday 9 AM, you can select both options

 

trice602_1-1692940537856.png

 

For the one email option, here's the guts of the flow.  It's a little long but not too bad.  This example has a create csv and create file (to attach) but skip those two steps.

 

trice602_0-1692940361496.png

trice602_2-1692940611567.png

 

 

First two variables...

 

trice602_3-1692940689740.png

 

Next you will add all email addresses to a variable and then in the next step, remove the duplicates...

 

trice602_4-1692940748017.png

 

The last Apply to Each is for the single email per address...

 

trice602_5-1692940807615.png

 

When you add filter array for the next step, this will automatically wrap itself in an apply to each.  Here I am selecting my Excel table (your SP list) and I am filtering the Current Email to the Email column in the List.

 

Next, I create an HTML table from my filter array.  The values are expressions, not dynamic content so you would enter these in, as an example for Description, as item()?['Description'] .  Do this for each of your columns in your html table. 

 

trice602_6-1692940877306.png

 

 

Next I am putting a border and some cell spacing on the table of the email.  Remember, skip create csv and create file (different example).

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
trice602_7-1692941122366.png

 

Lastly, your Send Email (V2).  Your to: is the Current Item of the Apply to Each and your html table content for the email is the variable formatTable, as shown below.

 

trice602_8-1692941194691.png

 

It took me a couple of tries the first time to get this right but now use this multiple times a day in multiple flow and is very useful.  Ping me if you need help.  If this was helpful, please mark as a solution to help others find it quickly too!

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Thanks Tom!! That is super helpful!!

 

The trick is to make it a SCHEDULED workflow!!! I spent so long looking for this **bleep** 'recurrence' and here it is!! That lightens my day and makes everything works!!!

 

Just to post my solution which could be slightly more straight forward than yours 

 

YvonneTian_0-1692942867338.png

 

The Logic basically goes as this

 

When it is a Monday / Friday

-> Set a variable called 'Today'

-> Get the SharePoint List

-> Check if any item that has 'Rescheduled completion date' earlier than today

    -> The second condition was then to check when there is no reschedule, if the item has 'desired completion date' earlier than today

-> Send email (email address obtained in the list)

 

I got the luxury to cut down my workflow because all the information such as emails and expected delivery date are pre-loaded. However your solution is absolutely amazing. Thank you so much for putting all these time and effort trying to answer my question!!! Have a lovely weekend 🙂

 

Cheers,

Yvonne

Nice @YvonneTian  - I'm glad it helped!  I like your flow and will review in detail this weekend too!

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

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