Update Flow to Send Email to Specific and Only Persons

[Phineas]

I have a Flow that scans a List for four 'Titles'; and, where the 'DueDate' equals 30 days send an email.

Everthing works.

For test purposes I manually entered my email addressed into the 'Send and email' "To" field.

For the test there were three Members that meet the condition of 'Title' and 'DueDate'.

When the Flow runs I get one Expiration email per person.

There is a MemberList (contains Member and Member supervisor Name and Email Address) and a MemberCertQualList (this is the List the Flow is currently acting upon).

How do I update the Flow to ONLY email the Member to whom the expiring document belongs and his/her supervisor? The commonality between the Member and the Supervisor is their Location.

[annajhaveri]

@Phineas  the list that flow scans, does that list have member information to determine that for a particular item the email needs to be sent to that member? If yes then you can get member information from that list column, and then query "MemberList" with the member name using Get Items action to get supervisor details to send the email.

[Phineas]

Thank you for the reply. 

I believe I understand your question as:

   1. Is there a 'UnqID' type of column/field on the MemberCertQualList that would allow the Flow to reference the same 'UnqID' on the MemberList and pull the Email from the MemberList and the MemberCertQualList.

    2. The answer to the above is yes; there is a Member 'UnqID' on both the MemberList and the 

MemberCertQualList.

    3. I have tried the Get Items route. I put the MemberEmail field from the MemberList in the Flow and ran it, and I got 60 emails (all the applicable emails based on the condition), rather than just the three emails that I should have gotten. There is something about my use or placement of the MemberEmail that is causing this unintended output.

[annajhaveri]

@Phineas can you please share the screenshot of your flow? I would like to see your Get Item actions configuration, did you configure Filter Query on the Get Items action? Also are there any duplicate items in the MemberList for same UnqID, if yes then you also need to process output values of Get Items to get unique email values. 

[Phineas]

I'm not at liberty to 'show' a screenshot. However, I'll try to explain as best I can.

Flow Task: Check List and send and email to the Member (and their supervisor) whenever the Member has a qualification that will expire in 30/60/90 days. All of this currently works. I have three Flows, one for each periodicity. 

Flow Type: Recurring (once per day)

Lists: There is a MemberList and a MemberQualificationsList (both Lists share the Member's UniqueID (created by me). Emails - I created a column in the MemberList called 'NotificationsEmails' that contains all of the verified email addresses the person(s) who would need to be emailed - in accordance with the conditions of the Flow, to each Member

Compose: 30 Day

Compose: 60 Day

Compose: 90 Day

Initialize Variable: varQualificiationTitle (string)

Initialize Variable: varEmailAddresses (string)

Get items: MemberQualificationsList / Filter: DueDate eq 'Outputs (Compose 30 Days)'

Get items: MemberList (for the 'NotificationEmails' content)

Apply to each: Value (MemberList - NotificationEmails)

                        Set variable - varEmailAddresses

Apply to each: Value (MemberQualificationsList)

                         Condition: varQualificiationTitle equal to QualificationTitle

Yes/No: If No, Apply to each value equals Outputs Notification Email addresses body/value

              To: NotificationEmails (this has the two or three email recipient's addresses

How to I make sure ONLY the two or three will get the email before I go live? Last time I went live I got 60 emails. Can I make a table or something that shows me the output for testing purposes prior emails actually being sent?

[annajhaveri]

@Phineas  in the Apply to each (MemberQualificationsList), dont you need to compare UnqID of Memberlist item value with UnqID of MemberQualificationsList item value?  If you can share the test data of both lists, like 3-4 rows of data of both lists, that would be helpful.

[Phineas]

I've got it working to a point. The flow does everything I need except send the email to the appropriate individual(s).

The following returned 2 items out of 800+ from the 'MemberQualificationList'. I do not currently have a 'connection' to the 'MemberList', where the email addresses for all are located.

I have a 'Compose 30 Day' (addDays(utcNow(),30, 'MM/dd/yyyy')

I have a variable that contains a string of the four 'Qualfifications' that need to be included.

I have a Get items to the 'MemberQualificationList' / Filter: DueDate equ 'Outputs (Compose 30 Days).

Apply to each / value / 'MemberQualificationList'

Send an email (V2)

To: my email (for test purposes)

Subject:....

Body:.... 

What I need is to be able to populate the 'To:' field in the 'Send an email' with the email address of the Member whose qualification is expiring (as determined by the Flow) and the Member's supervisor.

I have a MemberList that has the Member's profile and the supervisor's profile, and both email addresses.

How do I use the 'Get items' and its filter, that is finding all the items with 30 days remaining prior to expiration, to also find the Member and Supervisor's email on the 'MemberList' to populate the email 'To:'?

[Phineas · Accepted solution]

Never mind; it's not worth all the effort. I just added an email address column to the MemberQualificationList and grabbed it from there; thank you!