flow to send Email for Onboarding Requests

[danamarie95020]

 First I'm completely new to this and have been tasked with automating a very outdated onboarding process for a very large hospital that onboards approx. 100+ hires a month.  I've successfully automated much of the process utilizing MS Forms for the request which flows into a SharePoint list which i then automates into an Excel Spreadsheet for staff to use to assign HR Reps and Schedule DocuSign Send Outs. I realize the Excel Spreadsheet is just an added layer that isn't needed however the staff prefer it over the SharePoint list and management wanted one list that was a true master in case of an emergency which we've had a few times so we leave SharePoint list inaccessible to everyone except myself and

management.  With that said -  there are 2 important automatic emails that I need to have sent automatically to the requestor and the specified hiring manager for each request we receive 

1) an automatic email notifying the Requestor and the Hiring Manager that we recieved thier onboarding request for (name of hire) & (requested hire date)  

2) an automatic email notifying the Requestor and the Hiring Manager that the DocuSign packet has been sent to their New Hire and that the assigned HR Rep is  (name of HR Rep)   

Below is an example of the excel spreadsheet - green indicates information that auto populates into from MS forms. Yellow is what our staff enters.  I'm assuming the yellow fields would be my trigger for the 2nd email but for the life of me i can't figure out how to do it. . 

I'm a totally visual person so if you could provide snap shots of what i need to do to make this work i would forever be grateful 

thank yo u in advance 

[creativeopinion]

@danamarie95020 Not sure how you plan to trigger your automation. I would recommend maybe once a day or maybe every couple hours if you need it to be that frequent. You can utilize the Recurrence Trigger. However, while you are building your flow. I would recommend using a Manual Trigger so you can easily run tests. 

Excel Table Prep

The List Rows Present in a Table action does have a Filter Query field, however you can only use a single argument. The Filter Query field also only accepts column names without any spaces.

For that reason. I would recommend adding an additional column to your spreadsheet with a formula that will evaluate your columns and output a value. This value is what you'll use in your filter query. Your formula should include a check for the following:

• Assigned HR Rep column is not empty (you only want to send out a notification if an HR rep has been assigned)
• Send out Date column is empty (if it's filled—this means a notification has already been sent out)

Additional Considerations: Since you are sending out two notifications—you might need to add another column to track when the second notification has been sent out. You may also need another column to indicate when the training needs to take place by—maybe it's calculated from the Start Date?

Note: Adjust the formula to suit your requirements. My formula suits my test list. In my example I'm checking for the following:

• Task Due Date is not empty
• Assigned To is not empty
• Notify Date is empty

If the row meets the criteria above, the Notify column will display a Yes. 

Get Your Rows

Add a Manual Trigger to your flow. You can replace it with the Recurrence Trigger once you've confirmed your flow works and you are ready to go live.

Add a List rows present in a table action. In the Filter Query field, enter a query that checks for a specific value. In my case it's the Notify column. I'm checking for the rows where the Notify column is equal to Yes. Remember that the value must be entered between single quotes.

Whenever working with Dates and Times in Excel, make sure you select ISO 8601 as the DateTime format.

Limit the Number of Items Returned (optional)

Depending on how many items you have in your Excel table, I would recommend limiting the Top Count to a smaller number than the total number of items in your table.

This will increase the speed of your flow runs. Instead of returning all rows from your table—it'll limit the List Rows Present in a Table action to the number entered into the Top Count field. I have a small list—so I've left this empty.

Return Row Count

Whenever I use a Filter Query in a List Rows Present in a Table 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 body dynamic content from the Filter Array action into the length() function.

Run a test. Review the output and confirm it's correct.

... more to come. Hopefully this can get you started.

In the meantime, you might find these YT Tutorials helpful.

5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows

IN THIS VIDEO:

✅ How to troubleshoot a false Condition action result

✅ How to get dynamic content when it isn’t selectable from the list of dynamic content

✅ How to troubleshoot an Apply to Each action that isn’t looping through

✅ How to troubleshoot a skipped Apply to Each action

✅ How to troubleshoot a Filter Query

✅ How to use a SharePoint yes/no column in a Filter Query

✅ How to use Compose actions to troubleshoot a Power Automate flow

✅ How to troubleshoot multiple emails being sent

✅ How to troubleshoot multiple Teams messages being sent

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Send Emails Based on a 📆 Date Column in SharePoint with Microsoft Power Automate

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

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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!

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