Send individual emails containing itemtables from sharepoint list

[Kasper2]

Hi

I'm trying to create a flow that sends a status update on all the items in a sharepoint list. I use "Get items" with a filter to get only the relevant items. Example below: 

Assignee	Registrator	Created	Last updated	Title	Status
Mike	Mike	2022-03-08	2023-07-15	Job 1	Open
Mike	Ellen	2022-03-09	2023-07-15	Job 2	Open
Mike	Simon	2023-01-18	2023-06-20	Job 3	Completed
Thomas	Mike	2023-02-25	2023-03-16	Job 4	Cancelled

I have already the below flow that send a email containing the complete list to entire department as below:

 *I've been using How to send Formatted HTML Tables in Email using P... - Power Platform Community (microsoft.com) as a guide to set it up (hence the "select", "Clean HTML table" and "Compose"). Highly recommend!

It works but would prefer if each person received a personal mail containing only his/hers jobs. Is it possible to somehow sort the Get items output into different tables based on a column and then send the individual tables send to only the relevant person. The mails should be generic with only the tables varying preferably the sorting should be based on the values in the columns so it automatically adds new coworkers.

I'm imagining something in the line of using apply to each to go through all the items and a condition to check if a table is already created or not. Then either create the table or append the item to existing table. When complete the tables should be send to their respective responsible person. I'm not sure how to implement this though.

Desired output:

Mail to Mike	Mail to Thomas
Hi Mike Below is your status:	Hi Thomas Below is your status:

If anyone can assist me in how to approach this challenge it is much appreciated. 

[SamLed · Accepted solution]

Hi,

• Use a Select action to fetch all "Assignee"
• In a compose, use union() expression to get unique "Assignee": union(outputs('Select'), outputs('Select'))
• Add an apply to each giving it previous compose outputs to loop over assignee
• Inside loop Use a Filter array action to filter your Get items outputs by current assignee:

NB: replace "Created by" with "Assignee" in my sample picture.

• Then add all the logic your already designed to create HTML table and send mail, pay attention to take last previous filter outputs. You'll then get for each loop only items assigned to an assignee and send table to that assignee only.

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[Kasper2]

Hi SamLed Thank you very much for your assistance. I've tried to follow your steps, but I must be doing something wrong. The first Select and Compose to get a complete list of unique names works like a charm, but somehow it still sends out an email per item. 

See my setup below:

*The filter array have the condition: "Action Owner" from  = "current element

When the flow runs it still sends a mail per item, now the mail just contain a table with as many rows as is contained by the "get item - value". all rows being of the same item as seen below where all rows contain the same information (see first column):

Can you please advise if the setup is correct?

I use the "get items - value" in the Select. Should I use another?

[SamLed]

Hi @Kasper2,

Yes, user filter array outputs, not Get items ones. Filter array takes Get items outputs as input and returns a new array with filtered items, it do not alter Get items outputs.

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