Email users with specific sharepoint list data

[SarahKeown]

Hi, 

I want to send a reminder email out every 2-3 months with a specific record from sharepoint included. 

I have a sharepoint list with form submissions filled out by the employee. 

How can I get an automated email to go to each employee with the related item in sharepoint every couple of months? 

[creativeopinion]

@SarahKeown You might find this YT Tutorial helpful: Send Emails Based on a 📆 Date Column in SharePoint with Microsoft Power Automate

LMK if you run into any issues or have any questions!

In this Microsoft Power Automate tutorial, I’ll show you how to build a flow that will send a Happy Birthday email to a user based on a date column in a SharePoint list. The SharePoint list also contains a column with a Manager’s name which we’ll use to send a three-day and day of reminder to the user’s manager.

This automation will use the Filter Array action to filter out all SharePoint list items where the user’s birthday is today or in three days. This flow can apply to a variety of scenarios such as:

📅 Student Birthdays

📅 Project Due Dates

📅 Contract/Membership Renewals

📅 License Expirations

📅 Client Anniversaries

---

IN THIS VIDEO:

✅ How to Send an Email based on a Date Column in SharePoint

✅ Using the Recurrence Trigger in Power Automate

✅How to Use the Filter Array Action with multiple conditions

✅ How to Get Dynamic Content from a Filter Array Action

✅How to Get a Date Three Days from Today

✅ How to Create a Dynamic Date Based on utcNow()

✅ How to Return a Count of Items

✅ How to initialize and set a variable

✅ How to use the Send an Email (V2) action

✅ How to send test emails

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[SarahKeown]

The issue I appear to have is that I need mutliple sharepoint tables. 

So I have a central table with all the employee data name, email and appraisal content. Then I have seperate sharepoint lists to add objectives, team goals etc etc. 

So I seem to be getting into this nested flow each time I'm trying to pull data in which I'm getting confused with. 

[SarahKeown]

I'm also unable to get into the compose outputs of the workflow which is making it difficult to understand 

[creativeopinion]

@SarahKeown Can you pls share a screenshot of your full flow. It'll help me to better understand your structure. 

[SarahKeown]

This is what I have so far, after bringing in all the data I need to compose an email then to collate all the data from the sharepoint lists. But when I bring the fields into the compose email it loops round again

[creativeopinion]

@SarahKeown I'm assuming the Get Approved Data action is the Get Items action. If that is the case, the Compose action you have right after it isn't necessary. 

You can insert the Value dynamic content from the Get Items action (aka the Get Approved Data action) into the Apply to Each action.

The Apply to Each action will loop through each item returned from the Get Items action. Are you using a Filter Query in the Get Items action? If not, you should use one to only filter items you'd like to loop through. If you refer to the tutorial I linked above, I go through how to filter out items based on a date column in your SP list. It's unclear from your original post how you want to filter out the items you'd like to send. If you can provide more clarity on this it would help.

[SarahKeown]

I have got it to work in the sense each user is getting emailed but they receive the email for the number of users that are in the list. For example, I have two users in the list which receive all their relevant details and they receive the email summary twice. 

I think I need a little help moving the email node outside the loops, I'm not sure how to create and filter an array etc. I don't know how to filter the items either to be honest, it would just be to ensure the right record for that employee is sent to their email. I wouldn't want to see or receive appraisal data of another employee so possibly the email if I am understanding correctly. 

[creativeopinion]

@SarahKeown It's not recommended to have your Get Items actions inside an Apply to Each loop. These actions should always be outside of the loop. This way you are running the Get Items action once (for as many lists you need to return). Within the Apply to Each loop, you'll want to use a Filter Array action. This will help your flow run more efficiently. 

You might find this YT Tutorial helpful in your case: How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate

In a previous YouTube tutorial I covered how to build a Power Automate flow that sends a single email to each user with the tasks assigned to them.

However, that tutorial only covered a scenario where each task is assigned to a single user. What if your task is assigned to more than one user?

In this Microsoft Power Automate tutorial I’ll cover how to create a flow that is triggered by selecting an item. This automation will send an email to all assigned users for the selected task. I’ll also show you how to adjust your flow so that you can send a message in Teams. Then I’ll show you how to collect a list of unique users that have been assigned to multi-person tasks. Using this concept, we’ll edit the flow from the previous tutorial so that it works with a multi-person column.

IN THIS VIDEO:

✅  How to trigger a flow from a selected file

✅  How the multi-person column data outputs

✅  How to use the Select action to get all assigned to users of a SharePoint item

✅  How to use the Join action to convert an array of email addresses into a string

✅  How to send a single email to all assigned to users of a SharePoint item

✅  How to send an email to each assigned to user of a SharePoint item

✅  How to send a Teams message to each user assigned to a SharePoint item

✅  How to return a list of unique users from the multi-person column in a SharePoint list

✅  How to use a Filter Array action to return all SharePoint list items assigned to each user

✅  How to group Power Automate actions together with the Scope action

✅  How to edit a previous flow

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[SarahKeown]

I didn't include them in the loop autmate automatically created them when I was pulling in those lists. So I'm not sure how to get away from that 

[creativeopinion]

@SarahKeown The logic of your flow needs to be reworked. I would recommend starting from scratch and going step by step so you fully understand the logic and can troubleshoot and test as you go along.

Get Items

Rename your actions to keep your flow organized. You want to use a Filter Query if possible to reduce the number of items returned. 

Return Count of Items

Whenever I use a Filter Query in a Get Items action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.

Run a test. Review the outputs of the Compose action.

Condition Check

Add a Condition action to your flow. If items have returned (aka there is number stored in the Compose action—that is not equal to 0), add the rest of your actions to the Yes branch. If not, do nothing.

..... more to come.

It would help me to understand your data structure if you can upload a screenshot of your SP list.

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[SarahKeown]

So as I say there are multiple SP Lists being brought in. 

This is an example of the main data. So each employee has a record for their appraisal submission. There are then other SP lists with data includidng goals, team objectives, job role etc. That I am trying to collate. 

So every 3 months I want to issue an automated reminder to each of the users in this central list and the other list data that relates to them

[SarahKeown]

This is an example of how some of the other SP Lists are structured 

[creativeopinion]

@SarahKeown Are you planning to run the flow every three months for every employee? Or does the email reminder differ based on their start date? 

[SarahKeown]

No it would be every three months for every employee who submitted an appraisal. We normally conduct an annual appraisal april -june time and then following that period I'm hoping to remind everyone of their current focus/goals for the year ahead 

[creativeopinion]

@SarahKeown Okay so how do you plan to filter out which employees you want to send a reminder to? Would it be for those where the Status is In Progress? You'll need a way to filter out the list. What would that criteria be?

[SarahKeown]

It would probably need to be a status of Complete. If you've completed your appraisal you have already been made aware of the tasks and set your goals with your manager so thats probably the best option 

[creativeopinion]

@SarahKeown So you'll need to compose a filter query in the Get Items action (as I suggested in my earlier post) and run a test. Check the output of your Compose action to ensure it's returning the correct number of items. Upload a screenshot of your flow up until that point.

[SarahKeown]

So if I have three SP lists I'm getting the items for. 

I then use an apply to each function and put the filter array in that? If I'm filtering by complete then that will only impact one list so it won't really work will it? I don;t have the status in the other lists

[creativeopinion]

@SarahKeown We'll get to the other lists eventually. I'd like you to focus on the main list from now and ensure that you have that portion of your flow set up properly before moving on.