Reduce Actions In Flow

[dustLOOP]

Hi all, 

I currently have a flow that performs over 500 actions due to the list rows in table in my flow. Is there a way to have it check all the data in one row instead of multiple rows which would cut down on actions used. 

It currently checks when an email comes into a shared mailbox and looks for a team name, due to 100s of teams it's doing that check and then when finding a match it will send a message to the person it is assigned to on teams. 

Any information or help would be appreciated. 

[v-jefferni]

Hi @dustLOOP ,

Could you please share more details about your scenario? How is your flow looking for the matched team name from the excel table? Please post your current flow in edit mode (classic designer) so that we are able to understand current situation.

If you want to look for a team's name from a column in the table, you can leverage the filter query option in List rows present in a table action. Please refer to the following blogs:

www.enjoysharepoint.com

www.matthewdevaney.com

Best regards,

[dustLOOP]

When an email arrives in a shared mailbox it sets up some variables and converts the email from html to text so it can be looked up against List rows present in table. 

When it finds the matching team, it will message the person associated with that team on Microsoft Teams to inform them they have an action to perform. 

The problem is there is over 300 teams and it performs it twice essentially doing 600+ actions in this flow. 

My idea was to condense it down to 4 rows, one for each person and it finds the team name that matches in one of the 4 rows. There would be a bulk of teams in each row instead of one row per team. 

[dustLOOP]

I'm not sure if the filter option in list rows would work in this scenario or if the flow just needs re-creating completely. 

[v-jefferni]

Hi @dustLOOP ,

Are you using the same table in the same excel file in two excel actions? You've marked the file name location and table name, which makes me puzzled. Besides, you have the Team Name column includes a space, which is not supported in Filter query. You'd better remove spaces from column names and refresh the connection to this table on edit page.

If the two excel actions are getting data from the same file and table, actually the second excel action is not needed at all. I made a flow with fewer actions which I believe could do the same thing as you want to achieve. The variables 1-3 can be removed from the flow:

Best regards,

[dustLOOP]

In your Compose action what is your input as when I recreated with this it sends a message for every single line in the list, not just one message for the matching team. 

[v-jefferni]

Hi @dustLOOP ,

It was the team name getting from the email. Then it was used in the List rows action.

In a run history, you can check the outputs of the list rows action, see if the flow has gotten teams correctly.

Best regards,

[dustLOOP]

I feel there is something missing. This is how the excel table is set up. As you can see multiple teams in 1 row, not a single team per row. 

The team name is in the body of the email for example;

This is for TeamName

The flow above that I posted works but performs too many actions due to how many rows exist in the table. I am trying to reduce the actions by putting teams in one row for each person like this