Having trouble with a Flow to send an email to 3 assigned to persons but only one email per person

[bobgodin]

I have a SharePoint list which contains details of Incidents together with an assigned-to field which is the WHS person looking after the case. There are 3 WHS people.

I searched and found a solution for this the other day which involved creating arrays and initialising variables - unfortunately although it said my flow was successful each of the 3 WHS people received 34 emails instead of only 1.   I have since changed my Flow back to just one of the 3 people and taken screenshots so you can see the simplicity of it at the moment. What I need to do is change the Flow so that it sends one email to each person with the details of Incidents still unclosed where they are the assigned to person.  Screenshots below of the details of my flow.

I have a style for the HTML table

thanks in advance 🙂

[Mira_Ghaly]

@bobgodin 

Can you please confirm my understanding to the issue you are facing, you are trying to send an email to a User MultiChoice field is that correct?

[bobgodin]

sorry I don't understand what you mean by a User Multichoice field so I will try to explain it another way:

I have a sharepoint list of about 140 items. Of that total about 34 have a status of not completed with a date reported of more than 28 days from today

I have 3 WHS people who should get 1 email each of not completed reports where the assigned-to field is equal to their name and the date =Now()+28

[Mira_Ghaly]

@bobgodin 

So Let me recap my understanding:

1. You have Get Items Action filtered with the date is this working well?

2. You need to group the items per each WHS Person and send one consolidated Email is this Correct? or it is 1 email per Incident with no grouping

[Mira_Ghaly · Accepted solution]

@bobgodin 

This is a grouping sample working on Excel but same can be used on any types of connector like sharepoint please check and let me know if you need more help

https://onlinemgblog.wordpress.com/2022/03/30/building-flows-3-grouping-in-a-power-automate/

[bobgodin]

a bit more information about what the output looks like:

Person 1 will get 1 email with an embedded HTML table showing about 8 records 

Person 2 will get 1 email with an embedded HTML table showing about 6 records 

Person 3 will get 1 email with an embedded HTML table showing about 15 records 

the style of the HTML email will be the same of course just the content is different

cheers

[bobgodin]

yes I have Get Items filtering the date working correctly

and yes group the items per each WHS Person and send one consolidated Email

[bobgodin]

sorry but that article didn't show the send email action at the very end - I am very new to Flow - apologies - could you explain what variable I should send To: in the email

thanks

[Mira_Ghaly]

@bobgodin 

You can pass the output of the create HTML to the Email Body.. Hope this makes sense!

[Mira_Ghaly]

@bobgodin 

The To Expression is as below:

items('Apply_to_each')?['Email']

Please let me know if you're facing any issues!

[bobgodin]

thanks for all your help Mira but I couldn't get the send email to accept a To: value - every time I tried it it would display a red circle with a line through it saying To: required but I couldn't choose a To: value - I gave up in the end - I am thinking that Power Automate has some very flaky functionality...

[bobgodin]

I ended up finding a post that advised to turn off experimental features in PA settings - doing that allowed me to finish the design of the Flow.