Trying to send updates to Owners and Assigned To when a new list item is added - Issue arises when there are multiple owners/assigned to

[NSilvaDa]

Hello,

I created a Power Automate flow that links to a Risks list we have on SharePoint. When a new item is created, it pulls the email from the person listed in the assigned to box and sends them an update saying "A new Risk has been added and assigned to you" with some HTML formatting I set up. 

It works well, except for the fact that when more than one person is assigned to the Risk or more than one owner is listed it will send two emails with two versions of the table, rather than concatenate them into one. I have attached some screenshots to explain. 

The issue is that it's sending two separate versions of the email with each owner listed. 

First  email, with Owner #1 listed: 

Second email, with owner #2 listed:

Is it possible to set it up so that for every risk added it sends only one email to all of the owners and assigned to individuals and has all of the owners listed in the table? Thanks!

[efialttes]

Hi!

I believe the problem is due to the fact "Send an email" is inside "Apply to each 2", since this action block iterates all through the Owners.

Can you share a new screenshot so we can see the details of current 'Send email' design?

Thanx!

[NSilvaDa]

Hello, 

Yeah I'm not sure how that ended up, I don't recall putting it within a apply to each block, but that does appear to be what it's doing.

The HTML generating the table and formatting is very long but I am using some dynamic content pulled from the list to populate into the table. 

[efialttes]

Hi again!

No problema, I just wanted to check what was currently assigned as 'To' input...

but since you mentioned that... "I'm not sure how that ended up, I don't recall putting it within a apply to each block, but that does appear to be what it's doing"

...did you include any dynamic content in your body related to 'Owners'? THis could explain why Flow editor added the 'Apply to each 2' dynamically

Finally, just to make sure I understood your requirements, do you need to send a single email to all 'Assigned To' and all 'Owners'? OR just to all 'Assigned to' employees?

THanx!

[NSilvaDa]

Yeah each of the content cells in the screenshot of the email is generated dynamically, Owners is in there, so it appears to be iterating through and sending an email to the assigned to user with Owner 1, then another with Owner 2, etc. 

What I want it to do is send one single email with the Owner cell listing all of the owners Like Owner 1, Owner 2, Owner 3 (if applicable, most won't have more than one or two owners but some do) TO: the owners and the people it's assigned to. 

For example, say we have a risk, R999 with these attributes:

RAID ID: R999

Risk Score: 9

Description: Risk to project

Mitigation Plan: Mitigate risk

Workstream Initiated: Project Management

Owners (SharePoint Person/Group Field): 

- Last Name, First Name 1

- Last Name, First Name 2

Assigned To (SharePoint Person/Group Field): 

- Last Name, First Name 3

- Last Name, First Name 4

Due Date: 5/28/20

It should send a single email to Owners 1 and 2, as well as both people it is assigned to. Another situation that may arise would be a risk that is assigned to the same person who owns it, so it shouldn't send a double email, but I'm not sure if it would do that. 

Pulling in the dynamic content into the HTML template is pretty straightforward, the issue is just that it's iterating and sending multiple emails rather than concatenating and sending one email. I'm not sure if it would need to be stored in separate variables or not though.

I really appreciate the help!

[efialttes · Accepted solution]

Hi again!

"It should send a single email to Owners 1 and 2, as well as both people it is assigned to. "

So in order to assign all these email addresses to your 'Send email' 'To' input you need to build a list of them before.

Also if you need to list names of your owners|assigned to employees inside the body you need to build a list of them before.

This way Flow editor will not automatically add an 'Apply to each 2' and a single email will be sent.

Let's see how you can build ' input you need to build a list of email addresses from all Owners and all peoople assigned to:

Add an 'Initialize variable' action block, let's call it 'myDistrList', type Array, value empty.

Then, add an 'Apply to each', assign as its input 'assigned to' column from the dynamic content menu

Now, add 'Append to array' action block inside it, name 'myDistrList', assign as its value 'Owners email' from the dynamic content menu

Next, out of the 'Apply to each', add another 'Apply to each', assign as its input 'Assigned to' column from the dynamic content menu.

Now, add 'Append to array' action block inside it, name 'myDistrList', assign as its value 'Assigned to email' from the dynamic content menu

Next, out of the apply to each, add a dummy Compose action block just for troubleshooting purposes, assign as its value the following expression:

join(variables('myDistrList'),';')

 Finally, add 'Send email' action block, it must be out of your 'Apply to eachs'. Assign as 'To' input the same expression

If you are not familiar with expressions, please follow these steps to add them:

https://flow.microsoft.com/es-es/blog/use-expressions-in-actions/

Hope this makes sense

[NSilvaDa]

This worked! Thank you so much!