Sending Single Emails from SharePoint List (when new items are created) - Duplicate Email Issue

[tko0215]

Hi,

    I'm having an issue with a Flow that I created. Basically, I created a PowerApp that allow users to submit closures. The user is able to enter in multiple rows of locations before pressing submit. Once the user submits, it will go onto a SharePoint list.

What I'm trying to accomplish to Power Automate is when the user submits the closure, an email with the submitted data (as an HTML table) would be sent to a specific email address. I only want the email to contain the new items. So, this is what I done so far:

1. When an item is created (in sharepoint list)

2. Get Items (from sharepoint list)

3. Select Data Operation

4. Create HTML Table

5. Send email with HTML output.

The flow kind of works, however, there are a few major issues.  When the users submits more than one item through the PowerApp (ex: 2 items), it will add those 2 items to the SharePoint List as intended. However, the Power Automate flow is then triggered 2 times.  The email HTML table is correct (showing the two items) but the end user will get the email twice (or more depending on how many items the user submits).

Another issue is that the HTML email will continue to append the new items on the existing items. I only want the email to show the new items only. 

Can anyone help me on this? I just want the trigger to just be executed once per user submission (regardless of the user submitting one or multiple items) and email just those new submitted items as an HTML table (without appending what's already on the SharePoint list). This is turning out very complex and I had been trying to search for a solution. Any help is very much appreciated. 

[Mira_Ghaly · Accepted solution]

@tko0215 

I think your whole flow is structured correctly instead of the trigger which is working as expected because it is Working on when a record is created so what I would suggest is to call the flow from the PowerApps Button so the flow is only triggered once after the closures are submitted.

Let me know if this makes sense to you!

[tko0215]

Thank you Mira. So just to understand, I will need to somehow call a flow to a specific PowerApp button within my existing PowerApp? In my case below, that button would be "Submit Closure".  Right now, the Submit Closure button just sends my collection (from the data table) into the SharePoint list.  Forgive me, I'm very new to PowerApps so this is very new territory for me.  Are there any specific examples that you can direct me to that would help me achieve this (submitting to SharePoint and emailing items to a specific address)? Thanks!  

[tko0215]

Hi Mira! I researched more into to your suggestion and was able to solve this. Thanks!

What I did was take the existing collection from the Data Table and map it to an HTML table (using the collection). I was the able to create a button to would email that HTML table.  Works perfectly. Thanks again!

[Digitron64]

@tko0215 Hello and thank you for the info. I am facing a very similar issue in that I have created a power automate flow based on items created from a power app. But as you know, I keep getting emails for every single item created instead of in one single email. If you don't mind, can you elaborate a bit more on how you were able to resolve this issue? I would greatly appreciate it. 🙂

[tko0215]

Hi @Digitron64 ! So what I ended up doing was not using Power Automate as I kept getting stuck. I'm sure there is a way but I could not figure it out. What I ended up doing was  was grouping all the items in a formatted HTML table (before it gets patched to SharePoint). That  HTML table is called HtmlText1. 

Then I created a button called "Submit". The On Select properties for Submit would then use the Office365Outlook.SendEmailV2 function. Within this function, I just added the HtmlText1.HtmlText in the body of the function.  See the sample code. Hope this helps! 

    Office365Outlook.SendEmailV2("jdoe@123.com;" & User().Email,"Closures - " & Concat(Distinct(Update_TBL,Region),Result &"") & " - "&Today(),"See below for a list of closures. " & "<p>" & " @"& "<strong>" & User().FullName & "</strong>" & " - Once the location(s) has officially reopened, please go back into the App and mark the location as" & "<strong> Openeed </strong>" &"<strong><em>" & "<span style='color:#ff0000'><span style='background:yellow'>" &"(even if you previously provided a reopen date and time)."&"</strong></em></span></span>" &"<p>" & HtmlText1.HtmlText,{Importance:"Normal"});