Update List with Email with Options Response

[Saul85]

Hello!

I have just started using Power Automate a couple days ago, so everything still new to me.

What I'm trying to do is a Document Control List to be able to see who has acknowledged to read a document and the who hasn't.

This is the flow I have but the problem I'm facing is that at the end of the process the List is not updated with the YES check box for each individual.

Thanks a lot in advance.

[fchopo]

Hello @Saul85 

You could use "approvals" action, which are very useful for cases like yours. Have a look at this sample:

1) For a selected file

2) List the members of a group

3) For each member, it will start an approval flow -> It sends an email to approve or reject the approval

4) If the user asnwers "approve" the SharePoint item is updated.

Approval flows will wait for 30 days the answer of the user, otherwise it will be cancelled.

Hope it helps!

Ferran

[Saul85]

Thanks a lot for your quick replay. 

I have tried that before and it goes one by one. If the first user in the list doesn't Approve it, the email is not sent to the second user.

What I need is that an email is sent to all the group at the same time and then record if they approve it or not in the list.

Thanks again.

[fchopo]

Hello @Saul85 

You can create parallel approvers configuring its settings in the "apply for each" action up to 50 approvers.

Please, have a look at the following post: Advanced | Flow of the Week: Send parallel approval requests to a dynamic set of approvers | Power A...

Hope it helps!

Ferran

[Saul85]

Hi @fchopo 

Thanks to share this feature, I didn't know that we can run it in parallel.

Back to the problem, now I send the email to all the group at the same time, but the flow still waiting for everyone's approval and then it updates the list. I would like to record the list individually.

As you mention, this loop it will work only for 50 individuals, any suggestion on how to apply it to a group of 250 users?

Regards!

[fchopo · Accepted solution]

Hello @Saul85 

You could create some parallel branches, filtering the users by their email for example. Have a look at this sample:

In the first branch, we are creating an approval workflow for the users whose email starts by 'a' or 'b'. In the second branch, the same, but for users whose email starts by 'c' or 'd'.

With this method and using parallel executions you might get what you want.

Hope it helps!

Ferran

[Saul85]

Hello,

Thanks a lot for all your comments at the end is working.

[Saul85]

Hi @fchopo 

I'm trying to filter the users email by their first letter, as you suggested, but I'm getting this error:

Flow save failed with code 'WorkflowRunActionInputsInvalidProperty' and message 'The 'inputs' of workflow run action 'Filter_array_AB' of type 'Query' is not valid. Property 'where' must be a template language expression.'.

This is the line of code I'm inserting in the Filter array:

or(@startsWith(substring(item()?['email']),'a'),@startsWith(substring(item()?['email']),'b'))

If you can give me a hand with it I will appreciate.

Thanks.

[fchopo · Accepted solution]

Hello @Saul85 

I made a mistake! The correct expression is:

@or(startsWith(item()?['mail'], 'a'),startsWith(item()?['mail'], 'b'))

Regards,

Ferran

[Saul85]

Is working now, thanks a lot @fchopo