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eyeana
Level: Powered On

Creating flow to generate emails to respective managers and team members

Hi,

 

I am currently working on a flow that triggers emails to respective team members and manager of a chosen department, when an item is added on sharepoint. Right now, I have 2 sites - the main site i.e. Test HPBC Sunset v2 which has and Department Manager. 

 

As of now, I am still experiencing difficulties. Whenever I add a new item onto the Test HPBC Sunset v2, an email is generated to ALL of the managers and team members listed in Department Manager, instead of sending emails just to managers and team members of that one item which has just been added. For example, if i were to add another item designated to the IT team, the flow would also trigger an email to managers and team members of Finance.

How do I fix this?

 

Any help on this will be very apreciated.

4 REPLIES 4
Super User
Super User

Re: Creating flow to generate emails to respective managers and team members

Hi @eyeana we could help more if you could post up a screenshot of your flow. But one thing you can add is similar to what I have done in the image below which is to have a switch case which checks just one column in the new SharePoint item.  In my case it checks what the issue is but in your case it would check the department (note: it's case sensitive). If it equals Finance then send the email in that case to Finance, if it's it then send a different email to IT etc. It's probably better and easier to see if there are problems than in you have a series of nested conditions. 

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

 

SwitchCase.png

eyeana
Level: Powered On

Re: Creating flow to generate emails to respective managers and team members

Hi @RobElliott ,

 

Currently, my flow structure is as follows:

1.JPG2.JPG

 

With regards to the switch, I tried adding it into my flow, however it doesnt generate the required trigger. Note: the Department Manager list is going to be added with more departments, department managers and ttheir respective team members in the future, so I do  not think that putting a condition will work?? (correct me if I am wrong though).

 

Kind Regards,

Eyeana

Super User
Super User

Re: Creating flow to generate emails to respective managers and team members

Sorry, I don't understand what you mean. A trigger is what starts the flow running in the first place, so "it doesnt generate the required trigger" doesn't mean anything to me. Perhaps one of the other members of the forum is better able to understand the requirement here.

Rob
Los Gallardos

eyeana
Level: Powered On

Re: Creating flow to generate emails to respective managers and team members

Hi,

 

Sorry, so what I was meant to say was that the flow didnt output the desired output. Ideally, whenever I create another item on HPVC Sunset v2, it would trigger an email to the Department Manager and Team Members of the Department that the user has inputted. For example, if I were to add an item that is directed to the Finance team, the flow would trigger an email to the Finance Manager and Finance Team Members when the item is added. However, currently, the flow is not only triggering email to the Finance manager and respective finance team members, but it also sends an email to manager and team members of previous items.

 

Iyana

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