Setting a recipient based on a field value

[Anonymous]

Hi All,

So #mbas2020 has got me excited about Automate again.

I have two lists:

IssueList which includes a location (location is a metadata field)

OrgList which contains a list of positions (Title field) and the person who manages the location

What I want to do is when an issue is added to IssueList with a location of XXX, then look at the OrgList list, check if the person in the position of XXX Manager is out of office (found something relating to mailtips to do this). If they are not out of office send them an email, otherwise send it to the email address of the XXX Assistant Manager.

Would I have to perform this loop for each location (we have 6 locations)?

The logic I am thinking is something like this:

If location is XXX then

   get person email from Person field in OrgList for XXX Manager

      check if mailtip field is null

      if null send email

      if not null get person email from person field in Orglist for XXX Assistant Manager

      send email

else

If location is YYY then

   get person email from Person field in OrgList for YYY Manager

      check if mailtip field is null

      if null send email

      if not null get person email from person field in Orglist for YYY Assistant Manager

      send email

Rinse and repeat for each location

Am I over thinking this or missing something? 

Do you think this approach will help

[v-alzhan-msft]

Hi @Anonymous ,

Does the MailTip field is a column in the OrgList list? what is the type of the column?

Does the XXX Assistant Manager is a column in the OrgList list? What is the type of the column?

Could you please share the screenshot of the IssueList and the Orglist list with the columns and the data in it so we could better understand you and provide the workaround?

Best regards,

Alice   

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

[Anonymous]

Thanks for your quick response. Sorry adding images seems to escape me at the moment

OrgList contains two columns

Column	Type	Sample Data
Title	Single line of text	Springfield Manager
Person	Person or Group	Mr. Burns

This is the page that indicates I can check for an out of office message. https://powerusers.microsoft.com/t5/General-Power-Automate/Check-if-Employee-is-Out-of-Office/td-p/2...

IssueList contains the following columns

Column	Type	Sample Data
Damage Date	Date and Time	05/05/2020
Cost Centre	Managed Metadata	08 Springfield
Sender Name	Single line of text	Moe's Tavern
Receiver Name	Single line of text	Springfield Nuclear Power Plant
Consignment No.	Single line of text	MT123456
Cause	Choice	Lost
Damage Description	Single line of text	Lost pallet of beer
Plt Qty	Number	1
Ctn Qty	Number
Financial Claim	Yes/No	Yes
Damaged Stock Cost	Currency	$1000.00
Freight Cost	Currency	$100.00
Authorised Date	Date and Time	5/5/20
Claim Authorised By	Person or Group	Mr. Burns
Fault	Single line of text	Homer Simpson
Corrective Action Number	Single line of text	CA987654
Assigned To	Person or Group	Marge Simpson
Claim Status	Choice	Open
Date	Date and Time	5/5/20
Modified	Date and Time	5/5/20
Created By	Person or Group	Moe Szyslak
Modified By	Person or Group	Mr. Burns
Category	Choice	Theft

In Narrative:

1. Moe raises the issue that a carton of beer was not delivered to the Springfield Nuclear Power Plant. He assigned it to Marge Simpson to investigate.

2. Marge finds the claim to be true and Homer Simpson is at fault. She sends the claim for approval

3. The Automate Flow checks to see if the site manager is available

(if location = 08 Springfield check the MailTip property of the Person field in the entry where the column Title = Springfield Manager to see if it is Null)

4. If the mailtip property is null no out of office has been set so address the email to the email property of the Springfield Manager entry Person Field

5. If the mailtip property is not null then the person has an out of office set so cannot action this email so address the email to the email property of the Springfield Assistant Manager entry Person Field

6. The Automate Flow checks to see if the site 07 Kentucky manager is available

(if location = 07 Kentucky check the MailTip property of the Person field in the entry where the column Title = Kentucky Manager to see if it is Null)

4. If the mailtip property is null no out of office has been set so address the email to the email property of the Kentucky Manager entry Person Field

5. If the mailtip property is not null then the person has an out of office set so cannot action this email so address the email to the email property of the Kentucky Assistant Manager entry Person Field

etc...

I hope this is a little clearer and apologies for not being able to load an image. It does not give me a file picker option and when I type the location of the file it does not include the image.

Regards,

Mike

[v-alzhan-msft · Accepted solution]

Hi @Anonymous ,

Please refer to screenshot below to create the flow:

Best regards,

Alice   

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

[Anonymous]

Thank you so much for your assistance, I may well have done something wrong in my setup as it is not working, but it does show me how I need to work the logic.