Showing results for 
Search instead for 
Did you mean: 
Helper I
Helper I

Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

@Matthy79 Thank you so much for responding to my message, I hope you can help 🙂

Here is the new post as suggested.


My main list is in SharePoint and is called Opportunities List which hosts a list of opportunities that become available in the business - see SharePoint dummy attachment ( I have changed some of the details from the previous screenshot to make it less confusing). Pluto and Mars were fictional locations I added to show a bit more detail in the email - the location of the opportunity is one of the fields I would use in the email. 


The Opportunities List has two columns, namely 'Business Line' and 'Discipline'. I will use the data in these columns to identify which individuals need to be notified about the new roles that have been added. To provide more context, we have 5 business lines in total and each business line has a list of disciplines. 


When an Opportunity is created it is allocated a discipline that is required for the role as job titles are often too ambiguous to provide enough information.


My Excel list (see revised screenshot) has a list of every line manager in the business line and the disciplines that report to that line manager. 


What I would like the flow to do is:

  • get new items that have been created in the Opportunities list for each business line & which disciplines are required (let's use Transport for this example)
  • then match the Business Line & Disciplines to the Excel list to find which line managers have people in their teams who might be suited to the available opportunity
  • Once the flow finds the line Manager ( in this case for Transport, Joe Bloggs needs to know about the Cad Drafter role and the Cost Controller opportunities)
  • It then creates the HTML table and emails Joe only those roles.

At the moment my flow finds Joe but then it sends Joe all the roles. I then tried a few other iterations but that ended up sending each role to the person in separate emails and sent it multiple times. I have tried a few iterations but I suspect I need to create arrays/variables which I haven't had experience in. 


Super User
Super User

Hello @Sheen 


I think you forgot to add the attachments.

Oops, sorry!! here you go 🙂

Super User
Super User

Hello @Sheen 


  1. So what is the trigger for your flow? A new item in the SharePoint list, a schedule or something else? If trigger how would it be possible that there are multiple lines in the email. If schedule how do you identify new records?
  2. In your sample of the SharePoint list (line 2). Why did you highlight line 8 in Excel and not (also) line 10? Should only be the first hit get an email

I think I will have a view more questions depending on your answers 😉

HI @Matthy79 


Sorry for the delay in replying to your message - been a bit busy with the fam over the festive season. Happy new year to you!


I dont mind answering your questions, just super grateful for the help.

1. Trigger - I am looking to schedule the flow to run on a Monday morning and a Wednesday and to pick all the new items that have been listed - I thought I would use the UTC now function to identify new records within the last 2 days 

2. the excel list is a list of all the line managers and the disciplines they have reporting into them, this list essentially remains the same (except for when people leave the business or new people are appointed as line managers), the reason I highlighted them is because for this example these are the only people who would get notified about the roles. So I dont want every line manager to be alerted about new roles as they may not be relevant to them and this would create a situation where they dont check the emails. I am looking to limit the amount of notifications to increase the potential of getting people to check whats available.


Hope that helps



Super User
Super User

Hello @Sheen


Happy new year to you too. Still don't get why you selected line 8 but not line 10. Please clarify that.

Hi Matthy,


Sorry I have confused you - lets start again with a better example. 


Sharepoint is the list where the opportunities/roles will be loaded, I have made sure that the Sharepoint list is filtered to only focus on one business line (In this example I will use the business line called 'Roads') . I have also created a separate Excel sheet for each business line (I intend to create a separate flow for each Business Line as there are some disciplines are across multiple business line and this will create a problem).


So in the example use below 3 seperate emails would go out with only one role / email, however in reality a line manager might have a few disciplines in his / her team and there could be a few roles that match the people he / she has - I would like all the relevant roles to end up in one HTML table. I have tried to go back to your original example but I am still not coming out with the right result. 


Hope you can help. Feel free to ask away, I am now back at my desk full time





Super User
Super User

I really read a lot of topics and it is not easy to always think into every topic again after weeks so please try to post more frequently. I couldn’t find a topic where I already provided a solution to this problem. Maybe it is in some other thread.


Let us do it this way. You provide some sample data (json not screenshots) and a desired output and I will provide a solution.

No problem, really appreciate the help. this is what I have come up with. However I have tried a few other iterations along the way Json.JPGEntire Flow.JPG

Helpful resources


Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Copilot Cookbook Challenge | Week 1 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: 2. Power Apps Copilot Cookbook Gallery:   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders   Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

Users online (3,048)