Use the email address in the task description when a task is completed

[therrean]

Greetings all,

I would like your help with tweaking the flow "Send an email when a task is completed".

I want to send an email to the email address that is found on the task details.

All of my tasks in their description have - Contact email: xxx@xxx.com. Followed by Date Submitted.

Example:

Project Manager: Jon Smith

Contact email: JonSmith@email

Date Submitted: 06/01/2023

Is there a way for the flow to identify the email in the task description and use that to email when the task is completed?

Your help will be extremely helpful.

[ManishSolanki]

Hi @therrean 

You could write an expression to extract the email address from the task's description. Here is an example:

In this example, I have collected the email address in the compose action using expression. I have used "Get task details" prior to compose action to get the description of a task:

Expression used in the above screenshot should be written in the expression window:

trim(first(split(last(split(outputs('Get_task_details')?['body/description'],'Contact email:')),'Date Submitted:')))

pls replace outputs('Get_task_details')?['body/description'] with the actual variable or property that holds the task's description.

You could use the output of compose action to send an email to the required recipient.

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks

[therrean]

Hello @ManishSolanki 

I have created the flow but I am getting an error message because I do not know how to find the replace outputs 

('Get_task_details')?['body/description'] with the actual variable or property that holds the task's description. 
Will you be able to assist on how to find the correct variables or property that holds the task's description?

Thank you for your help.

[ManishSolanki]

Hi @therrean 

Sure, pls share the screenshot(s) of the entire flow in edit mode. 

Thanks

[therrean]

Hello @Manish 

Thank you for your time and help.

Please find attached the workflow.

[ManishSolanki]

Hi @therrean 

You need a correction in "Get task details" action, Pls pass the Id to "Get task details" as shown below:

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks

[therrean]

Hello @ManishSolanki.,

Thank you for your help. The flow now works but when I run a test it comes up with the following error message:

The 'inputs.parameters' of workflow operation 'Send_an_email_(V2)' of type 'OpenApiConnection' is not valid. Error details: Input parameter 'emailMessage/To' is required to be of type 'String/email'. The runtime value '"email_name@emailaddress.com \r\n\r\n\r\nSubmission Date: 40/40/40"' to be converted doesn't have the expected format 'string/email'.

Do you know what is going wrong?

[ManishSolanki · Accepted solution]

Hi @therrean 

It seems that text next to email is not consistent (Date submitted or Submission date) so the expression which I have shared previously failed. 

Pls replace the previous expression with the below:

trim(first(split(last(split(outputs('Get_task_details')?['body/description'],'Contact email:')),decodeUriComponent('%0D%0A'))))

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks

[therrean]

Hello @ManishSolanki,

Thank you so much! The flow works like a treat!!!

Brilliant!!

I know this might be too much to ask but I tried to add the assigned persons name on the email but when I add the assigned person id I get the long serial number and not the name. Is it possible to change that?

[ManishSolanki]

Pls use "Get user profile" action to get the name of the user based on the email address. Pass the email address extracted from task description as a input to "Get user profile" action:

The output property "Display Name" of the action will give the name of the input user.

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks

[therrean]

Thank you @ManishSolanki,

Might have confused you. I am looking for the following. Now an email is send to the email address found in the task description when a task is complete. All good. I have created an automated response and have added the title of the task and its description on the automated response. I am also looking to send with this automated response the name of the person who has assigned to complete the job. I can select the id of the person that task was assigned to but it comes out as an alphanumeric sequence.

[ManishSolanki]

The alphanumeric sequence is the guid of the user. To get the display name of the assigned to user, pls follow the below steps:

When you pass 'assignments Assigned To user id' to the "Get user profile" action, the flow will automatically wrap the action inside "Apply to each" action. This is because as assigned to field can store multiple users. 

Next, collect the display name in the compose action as shown below:

Screenshots from flow run:

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks