Email reminder flow

[Anonymous]

Hi

First time trying Flow and I was hoping to achieve something that will email members of staff at certain points of the year for them to check an excel spreadsheet of their responsibilities regarding our website - I'd then like to receive an email with their response ie. (up to date, will complete when possible) which includes their name/email too. That's the part I'm struggling with. 

Flow is currently - Recurrence > Get file content > Send email with options (File content attached) > Condition - selected option is equal to "up to date" - if yes - send an email and body includes selected option. 

I don't know how to include who responded to each option? Plus is this the best way of achieving my goal? 

I hope this is clear and look forward to some much-needed tips 😁

Thank you! 

ITRookie

[Gareth1 · Accepted solution]

It looks like the only value returned with the Send Email with Options action only returns the response selected.

You may be able to look at approvals instead which will capture the responses who selected that response

The people who receive the message will receive a email still and depending on how they are viewing the emails (device / application) they will still be able to click on the link to approve through the email, otherwise they will be redirected to an approval page

The image below may help

[Anonymous]

Thanks for the reply, Gareth. 

I did try this but in a slightly different way/wrong way:

I've now set it up as you suggested. Thank you 😁 

However, when I run the flow and my manager selects an option it doesn't get through the approval stage. 

Thanks again. 

ITRookie

[Gareth1]

Are you sending the approval to multiple people?

The issue may be caused by the approval not progressing until everyone has responded because it is using the Start and Wait for approval, which is waiting for each response before progressing

[v-litu-msft]

Hi @Anonymous,

You could consider putting the Send an approval request into a Apply to each action and send email once a user response and the option is equal to "up to date", send an email.

First thing is you need to store these email addresses into an array variable, you can initialize it manually or get value from dynamic content.

To promise the the Approval request could be sent to multiple users at the same time, you should setting the Apply to each action, just as below, then turn on the Concurrency control, turn up the Degree of Parallelism, if it is 20, it will have limitation of could allow less than or equal to 20 branches runs at the same time.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

Just using my manager as a test but he approves it right away but the last 2 times I've run the flow it's taken over 4 hours to return the email to me. 

Is this normal practice? It makes it difficult when testing things. 

Many thanks for the responses so far. 

ITRookie

[Gareth1]

Hi @Anonymous 

I seen someone else with the same issue last week and it seems to be a problem with the waiting for approval if attachments are involved

https://powerusers.microsoft.com/t5/Building-Flows/Unable-to-attach-the-correct-attachment/m-p/424826#M49416

As a workaround you may be able to use a link to the item instead of attaching it

If the file is stored on Sharepoint in a location that people have access to you should be able to use the link instead

[Anonymous]

@Gareth1 

Ah, I see. 

I think I will leave the flow as is and hope for a fix. 

The return email isn't urgent anyway so not the end of the world. 

Thanks for your help. It's appreciated. 😀👍

@v-litu-msft I'm sorry but your answer went straight over my head but thank you nonetheless.