Issue with Recurrence, Get Item, Append Variable then Send Email to Each Task Owner and Task Members

[AndyYWS]

Hi community, this is a long standing issue that i am unable to solve it, hope my explanation is clear enough for someone to help

I have a task list that i want to send out reminder of expiring task to the task owner and members

the whole idea is that each day the flow will check against the end date -1 day, and send an email to each of the task owner (people/ group column with single selection), and task members (people/ group column with multiple selection)

I have tried Initialize variable "varTaskMemberEmail", and then Append to string but so far, it didnt work the way i wanted it.

here is my flow, can you identify where did i went wrong?

1. recurrence

2. initialize variable (for -1 day expiry)

3. initialize variable (for task member email)

4. initialize variable (for task member name)

5. get item (with filter query of -1 day)

6. apply to each

6a. apply to each > append to string (task member, then task member email with delimiter 😉

6b. append to string (task member, then task member name with delimited ,)

6c. send an email 

in my test, i have 3 separate task each with 2 different members, so far the test result i get are 3 emails according to 3 task that are expiring in 1 day

BUT these 3 emails has the wrong data

1st email includes task1 2x members

2nd email includes task1 2x members AND task2 2x members

3rd email includes task1 2x members AND task2 2x members AND task3 2x member

the result i am looking for is a seperate email for each task, e.g.,

task1 email send to task1 2x members

task 2 email send to task2 2x members and so on.

[Nived_Nambiar · Accepted solution]

Hi @AndyYWS 

Reason is simple, because you are not resetting the variables varTaskMemberEmail and varTaskMemberName at the end of iteration of apply to each 2 loop

What you have to do is you have to use set variable for the both variables like below at this location after sending email 

use set variable like below

This will set value of variables as empty before starting next iteration.

Thanks & Regards,

Nived N 🚀

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[grantjenkins · Accepted solution]

Below is how I would probably write a flow to do what you're after. It will avoid the inner loop to speed things up a bit too.

For this example, I'm using the following SharePoint List.

See full flow below. I'll go into each of the actions.

Get items retrieves the items that are due tomorrow. It uses the following expression.

DueDate ge '@{startOfDay(addDays(utcNow(), 1))}' and DueDate lt '@{startOfDay(addDays(utcNow(), 2))}'

Apply to each iterates over each of the tasks returned.

Select Task Member Names (Select) retrieves each of the Task Member Names for the current task.

Join Task Member Names (Join) uses the output from Select Task Member Names and joins each of the names by a <br/> so each one will appear on a new line in the email.

Select Task Member Emails (Select) retrieves each of the Task Member Emails for the current task.

Join Task Member Emails (Join) uses the output from Select Task Member Emails and joins each of the emails by a semicolon so we can use it in the To field when we send the email.

Send an email (you would use your Send an email from a shared mailbox) uses the Task Owner Email, followed by a semicolon, followed by the output from Join Task Member Emails. In the body it uses the output from Join Task Member Names.

Below is an example of what the email would look like.

[AndyYWS]

thank you both, i tested the solution provided by @Nived_Nambiar as it was the one with the least amount of change in my existing flow, it worked perfectly even after I added another layer of teams messaging.

from @grantjenkins example, seems like it works the same way as well but I need to redo a lot of things and testing. thank you both again for your time