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Tereza
Frequent Visitor

Filter a SharePoint list and send notification according a person or group column

Hello,

I have a Task list that has columns DueDate [dateTime], TaskOwner[Person or group], ProjectOwner[Person or group]

I would like to create a flow that sends email to TaskOwners and ProjectOwners weekly based on Due Date.

I also wanted each TaskOwner or Project owner to be able to see only their tasks and receive the email only one time ( even if there are more than one Tasks for each one)

Firstly I get the items for Sp list , I do a filter array with the below condition:

@And(

         greaterOrEquals(item()?['DueDate'],

                                     utcnow()

                                     ),

          lessOrEquals(item()?[DueDate'],

                                 AddDays(utcnow(),7)

                                     )

     )

flow 1.png

 

After I create a table with my parameters and send items

flow2.png

 

 

I receive multiple emails because I am Task Owner for many items in my list , also I receive the tasks that aren’t assigned to me. Could anyone please indicate a solution?

Thank you in advance

6 REPLIES 6
yashag2255
Super User
Super User

Hi @Tereza 

 

Assuming that the person type columns are not multiselect ones, here is one trick you can use: 

1. Initialize an array variable before the get items action. 

2. Get items, use filter query: 

DueDate ge 'utcnow()' and DueDate le 'AddDays(utcnow(),7)'

 

(expressions to be written in the expression editor and added to the query)

3. Apply to each item returned from the list items action

4. Condition, check if the array does not contain the person email

5. Append to array variable : value: person email. 

6. Outside the apply to each loop, add another loop this time on the array

7. filter array from sp list items where person email is equal to current item

8. create html table

9. send email. 

 

Hope this Helps!

 

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!

efialttes
Community Champion
Community Champion

@Tereza 

What an amazing coincidence!

I've just conducted a session in Microsoft 365 Virtual Summit Madrid this very morning on how to consolidate data with Power Automate, the session has been uploaded in Youtube but unfortunately it is in Spanish.

Anyway, my suggestion is to folllow a totally different approach:

1.- Build a Task Owner dictionaire. So, you can add a 'Select' action block and assign 'Get items' output as its input. THen flip to text mode and assing 'Task Owner' email from dynamic menu.

2.- Next, initialize a variable, let's call it myDictionaryArray, type array, value the expression you will see in this screenshot (it is from the session I run this morning). THis way you will ensure unique values in your array

Blog_consolidacion_5.png

3.- Once done, remove 'Get items' output and assign 'Filter Array' output as 'Select' input instead

4.- Now, add an 'Apply to each' rename it as 'Apply to each TaskOwner', assign as its input variable 'myDictionaryArray'

5.- Inside the 'Apply to each' you should add a 'Filter Array', rename it as 'Filter Array tasks', assign as its input 'Get items' output and declare a condition rule to get the tasks whose Task Owner email matches with the following expression

 

items('Apply_to_each_TaskOwner')

 

6.- Next, still inside 'Apply to each' remove 'Get items' output and assign your first 'Filter Array' output as 'Filter Array tasks' input instead

7.- Now, still inside 'Apply to each' add a 'Create HTML table', assign as its input 'GEt items' output, change the Columns input from default to 'customized', select whatever SP list column you want to show

8.- Next, still inside 'Apply to each' remove 'Get items' output and assign your 'Filter Array Tasks' output as 'Create HTML table' input instead

9.- Finally, still inside 'Apply to each', add a 'Send an email', add 'Create HTML output' in the body (flip to HTML view first) and assign as its destination the following expression:

 

 

items('Apply_to_each_TaskOwner')

 

 

 

Hope this makes sense

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

The filter query at Get Items doesn't work so I used filter array again.

Now I get the below error in step 7. 

Screenshot_1.png

efialttes
Community Champion
Community Champion

Hi!

I guess the Flow is quite complex, anyway can you share a screenshot from your current Flow design?

THere must be something wrong in the steps you followed since you are comparing the following expressions in your Filter Array:

 

items('Apply_to_each_4')?['TaskOwner']?['Email']

 

 

items('Apply_to_each_4')

 

 

This explains the error displayed

Thanx!

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

efialttes
Community Champion
Community Champion

Tereza

The error says that in your 'Filter array 2' you are comparing...

items('Apply_to_each_4')

with

items('Apply_to_each_4')?['TaskOwner']?['Email']

 

...so this comparation does not make any sense

Hope this helps

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

I can't understand what I must map at select function and at set variable text. 

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