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mithushalk
Helper IV
Helper IV

Based on two questions in the form, pick an email from the SharePoint List

Need help!

I have 2 questions in the form


Q1. Choose the departments        Q2. Region
a. Marketing                                a. US
b. HR                                           b. UK
c. Finance                                    c. IND

I have a SharePoint list created like this

TeamsUSUKIND
Marketingmarketing_us@abc.commarketing_uk@abc.commarketing_ind@abc.com
HRHR_us@abc.comHR_uk@abc.comhr_ind@abc.com
Financefinance_us@abc.comfinance_uk@abc.comfinance_ind@abc.com


Let's assume the responder chooses a for 1st question & b for 2nd question.


Output - Flow must recognise Marketing & UK
Based on this it must send an email to marketing_uk@abc.com

Any suggestions on this?

1 ACCEPTED SOLUTION

Accepted Solutions
ccc333ab
Solution Sage
Solution Sage

OK, here is what you could do. Like I said, its pretty complex but the gist of it is, you need to build up a filter string such that you get something like the following (if you selected both UK and US on the form for the region, and Marketing as the Department): 

   (substringof('UK', Region) or substringof('US', Region)) and (substringof('Marketing', Title)) 

 

Step 1. You need to reformat how FORMS stores this information. This expression you will need to replace the [body/r466...] with you form field (you can just select it from the dyanamic content...you don't need to type in the weird numbers. 

ccc333ab_0-1623272302568.png

Expression below if you want to cut and paste. 

replace(replace(replace(outputs('Get_response_details')?['body/r466e5526c77b467c895660c04a6e0b65'],'[',''),']',''),'"',decodeUriComponent('%27'))

Purpose: this replaces all the [ and ] with blanks, and changes the " to '. 

 

2. Initialize some variables to hold values as we work through building up the filter. 

ccc333ab_1-1623272458673.png

3. I did this in parallel just to show you everything in an easy screenshot, but there is no reason to have it in parallel. The first box just splits all the items into individual values. 

ccc333ab_2-1623272674342.png

 

Expression: 

split(variables('strReformatRegion'), ',')

4. The OUTPUT in the Apply to each here is from the above Compose. The Append is the work horse of this whole routine...this builds up the filter string. 

ccc333ab_3-1623272808624.png

Expression: 

if(equals(variables('intRegionCounter'),0),concat('(substringof(',items('Apply_to_each_-_Chosen_Region'), ', Region)'),concat(' or substringof(', items('Apply_to_each_-_Chosen_Region'), ', Region)'))

5. A counter is incremented just so I know if this is the first time coming into the loop (that determines if you include an OR statement). 

 

ccc333ab_4-1623272914920.png

6. And finally, after all the selected choices have been run through, need to finalize the filter by adding a ). This is OUTSIDE of the Apply To Each loop above. 

ccc333ab_5-1623273021080.png

 

7. Repeat the exact same steps above (steps 3 to 6) but use the Stakeholder variables. I'll paste in the long expression below used in step 4. 

ccc333ab_6-1623273133621.png

if(equals(variables('intStakeholderCounter'),0),concat('(substringof(',items('Apply_to_each_-_Chosen_Stakeholder'), ', Title)'),concat(' or substringof(', items('Apply_to_each_-_Chosen_Stakeholder'), ', Title)'))

8. Finally, combine the query from Region and Stakeholder, using an AND between the two. 

ccc333ab_7-1623273224426.png

 

Expression: 

concat(variables('strRegionFilter'), ' and ', variables('strStakeholderFilter'))

9. And now you can use this compose output as your Filter Query in your Get Items. 

ccc333ab_8-1623273327671.png

Best of luck, this is pretty complex and there is a big chance of typo errors to occur. So when you run and there are errors, just make sure your field names, variable names, etc. all match up in your expressions. 

View solution in original post

40 REPLIES 40
ccc333ab
Solution Sage
Solution Sage

Is your SharePoint list set in stone or can you modify it? If you can modify it, I would suggest doing it like this instead: 

 

CountryTeamsEmail Address
USMarketingmarketing_us@abc.com
USHRHR_us@abc.com
USFinancefinance_us@abc.com
UKMarketingmarketing_uk@abc.com
UKHRHR_uk@abc.com
UKFinancefinance_uk@abc.com
INDMarketingmarketing_ind@abc.com
INDHRhr_ind@abc.com
INDFinancefinance_ind@abc.com

 

Then you can easily do a Filter Query, condition, Filter Array with a logical comparison (where Country = "UK" and Teams = "Marketing". 

Campbell22
Helper I
Helper I

Exactly as @ccc333ab said,

 

If you reformat your SharePoint list the flow can work simply, when a form is submitted get items from the SharePoint list that are equal to the Team and Country that was specified on the form. I have recreated the flow here;

Campbell22_0-1623214225003.png

 

For example if country was UK and team was HR it will retrieve the same item with the email address HR_uk@abc.com. This can then be used in your send an email action and can send an email to the corresponding email address based on the team and country value, for example.

 

 

Cheers 

Campbell

 

_____________________________________________________________________________________________________________________
If I have answered your question, please mark your post as Solved.
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mithushalk
Helper IV
Helper IV

@ccc333ab @Campbell22 

Thank you!

I did as suggested. |

Can I know what shall I use in Send an email TO field?
I used Outputs expression - outputs('Get_items_3')?['body/value']?[0]?['Emailaddress']
Is that okay?

I tested the flow & it threw me an error
The expression "Title eq '["Marketing"]'
Region eq '["EU"]'" is not valid. Creating query failed.
clientRequestId: 78461dc9-4f15-4853-80e5-a5fa48a54c01
serviceRequestId: 78461dc9-4f15-4853-80e5-a5fa48a54c01

What am I supposed to look into?

ccc333ab
Solution Sage
Solution Sage

It's always best to paste in screenshots of your code and error messages than just typing it in, that will allow us better ability to troubleshoot. 

 

As to your email address issue, you don't need to write an expression. You can just place your dynamic content in (from the get items action, if you did what @Campbell22  suggested).

 

As for the error, I think it is because you used double quotes. You would need to use single quotes. 

mithushalk
Helper IV
Helper IV

@ccc333ab @Campbell22 

Send an email 
TO - 

outputs('Get_items_3')?['body/value']?[0]?['Email Column name']
 

mithushalk_0-1623251271217.png

 

ccc333ab
Solution Sage
Solution Sage

Filter Query

Looks like you are missing an "and" in your filter query (Title eq '[Stakeholder Pa...]' and Region eq '[Which region...]')

 

Email To: 

So you don't need to use an expression here, you should be able to just grab the Email Column Name from your dynamic content (exactly like you did for Project Name in the subject).

 

If you really want to use an expression, I believe the error is the [0], it should just be outputs('Get_items_3')?['body/value']?['Email Column name']   (and is your column really named Email Column name???). But using dynamic content would be a lot easier. 

 

 

mithushalk
Helper IV
Helper IV

@ccc333ab @Campbell22 

I followed the instructions as mentioned. Flow ran successfully but the email wasn't delivered.
Filter Query picked my responses correctly.
Send an email TO - I used the list email address column from the dynamic content.

mithushalk_0-1623259641813.png

 

mithushalk_1-1623259934826.png

 

ccc333ab
Solution Sage
Solution Sage

Since Apply_to_each_4 ran but the email didn't, that indicates the filter is returning ZERO results. 

 

Looking at the output, you are seeing ["Business Operations..."] and ["EU"]. The square brackets indicates that this is an array of choices, so that means you must have turned on "Multiple Answers" on in your form. 

ccc333ab_0-1623262096983.png

 

So are you allowing multiple choices? If no, turn it off and the your flow should run. 

 

BUT if your functional requirements indicates that you need multiple choices in your form, let me know as that'll be a more complicated. 

mithushalk
Helper IV
Helper IV

@ccc333ab 

Yes, I have chosen multiple in the forms. I would like to send it to multiple emails.
Could you please assist me with that? 

I gave it a try by turning off multiple choices in forms but still, the email wasn't delivered & the flow run was successful.

ccc333ab
Solution Sage
Solution Sage

OK, here is what you could do. Like I said, its pretty complex but the gist of it is, you need to build up a filter string such that you get something like the following (if you selected both UK and US on the form for the region, and Marketing as the Department): 

   (substringof('UK', Region) or substringof('US', Region)) and (substringof('Marketing', Title)) 

 

Step 1. You need to reformat how FORMS stores this information. This expression you will need to replace the [body/r466...] with you form field (you can just select it from the dyanamic content...you don't need to type in the weird numbers. 

ccc333ab_0-1623272302568.png

Expression below if you want to cut and paste. 

replace(replace(replace(outputs('Get_response_details')?['body/r466e5526c77b467c895660c04a6e0b65'],'[',''),']',''),'"',decodeUriComponent('%27'))

Purpose: this replaces all the [ and ] with blanks, and changes the " to '. 

 

2. Initialize some variables to hold values as we work through building up the filter. 

ccc333ab_1-1623272458673.png

3. I did this in parallel just to show you everything in an easy screenshot, but there is no reason to have it in parallel. The first box just splits all the items into individual values. 

ccc333ab_2-1623272674342.png

 

Expression: 

split(variables('strReformatRegion'), ',')

4. The OUTPUT in the Apply to each here is from the above Compose. The Append is the work horse of this whole routine...this builds up the filter string. 

ccc333ab_3-1623272808624.png

Expression: 

if(equals(variables('intRegionCounter'),0),concat('(substringof(',items('Apply_to_each_-_Chosen_Region'), ', Region)'),concat(' or substringof(', items('Apply_to_each_-_Chosen_Region'), ', Region)'))

5. A counter is incremented just so I know if this is the first time coming into the loop (that determines if you include an OR statement). 

 

ccc333ab_4-1623272914920.png

6. And finally, after all the selected choices have been run through, need to finalize the filter by adding a ). This is OUTSIDE of the Apply To Each loop above. 

ccc333ab_5-1623273021080.png

 

7. Repeat the exact same steps above (steps 3 to 6) but use the Stakeholder variables. I'll paste in the long expression below used in step 4. 

ccc333ab_6-1623273133621.png

if(equals(variables('intStakeholderCounter'),0),concat('(substringof(',items('Apply_to_each_-_Chosen_Stakeholder'), ', Title)'),concat(' or substringof(', items('Apply_to_each_-_Chosen_Stakeholder'), ', Title)'))

8. Finally, combine the query from Region and Stakeholder, using an AND between the two. 

ccc333ab_7-1623273224426.png

 

Expression: 

concat(variables('strRegionFilter'), ' and ', variables('strStakeholderFilter'))

9. And now you can use this compose output as your Filter Query in your Get Items. 

ccc333ab_8-1623273327671.png

Best of luck, this is pretty complex and there is a big chance of typo errors to occur. So when you run and there are errors, just make sure your field names, variable names, etc. all match up in your expressions. 

View solution in original post

mithushalk
Helper IV
Helper IV

@ccc333ab  Awesome!
Following the above reply, can I know what shall I use in the TO field while sending an email?
I am in the process of building the flow.

ccc333ab
Solution Sage
Solution Sage

You would use the Email address that comes out of this filter (exactly what you were doing before). Here is your screenshot from before...this email address you would select from the list of dynamic content coming from the Get Items action I described above. 

 

ccc333ab_0-1623352021729.png

 

  • I built the flow exactly as mentioned but it threw me an error while saving.
Flow save failed with code 'WorkflowRunActionInputsInvalidProperty' and message 'The inputs of workflow run action 'Append_to_string_variable_2' of type 'AppendToStringVariable' are not valid. Self reference is not supported when updating the value of variable 'StringRegionFilter'.'
 

mithushalk_0-1623453381803.png

 

Initialise Variable & Initialize Variable 2 I used this different questions for each

 

replace(replace(replace(outputs('Project_Collect_Response')?['body/r8d6c6c82813a44faa613de2a04cbfec9'],'[',''),']',''),'"',decodeUriComponent('%27'))

mithushalk_1-1623453798811.png


Compose - Region = 

split(variables('RegionDetails'),',')
 
Append to String variable 2 = 
if(equals(variables('StringRegionFilter'),0),concat('(substringof(',items('Apply_to_each'), ', Region)'),concat(' or substringof(', items('Apply_to_each'), ', Region)'))
 
Compose = 
split(variables('StakeholderParticipationDetails'),',')
 
Append to string variable 3 = 
if(equals(variables('StringStakeholderFilter'),0),concat('(substringof(',items('Apply_to_each_2'), ', Teams)'),concat(' or substringof(', items('Apply_to_each_2'), ', Teams)'))
ccc333ab
Solution Sage
Solution Sage

Yeah, easy to get lost in this one. 

 

The issue is you are checking the "StringRegionFIlter" in your "if" statement insead of checking to see if the counter is 0 or not. So in otherwords, simply change this variable in red:

 

if(equals(variables('StringRegionFilter'),0),concat('(substringof(',items('Apply_to_each'), ', Region)'),concat(' or substringof(', items('Apply_to_each'), ', Region)'))

 

To this (in green):

if(equals(variables('IntegerRegion'),0),concat('(substringof(',items('Apply_to_each'), ', Region)'),concat(' or substringof(', items('Apply_to_each'), ', Region)'))

 

Make sure you update all your Append To String actions with the appropriate counter variable as they all reference the StringFilter in the condition (if statement).  

I edited the expression as explained & yes it accepted & the flow ran successfully. 

But, I had picked 3 options in the form to send an email & flow was capable to pick only one.
Under Get Items Filter Query was able to pick my 3 responses from the form.

Filter Query - (substringof('US', Region) or substringof('EU', Region)) and (substringof('Client Development ', Title) or substringof('Client Services', Title) or substringof('Business Operations & Excellence (EU only)', Title))

mithushalk_0-1623526993710.png

 



ccc333ab
Solution Sage
Solution Sage

OK, is there a way you can blur out the email but leave the Region and Title and display your list data? 

mithushalk_0-1623562438728.png

 

In the next column, I have the Email Address mentioned. 
As of now to test, I'm using my Email Address.

mithushalk_0-1623562820708.png

 

 

ccc333ab
Solution Sage
Solution Sage

So, I'm not sure what is going on. In your email message, can you also put in the Teams and Region dynamic content just so we can see what the one value that is making it through the filter. 

 

And then run a few tests with different choices in your forms and let me know what the results of those are. I'll see if I can see why you are getting an incorrect filter of your query. 

I meant, my Filter Query is able to pick my response correct but send an email picked up only one email.
I give it another try & test. 

 

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