Flow to send a customized mail based on a filter

[Dovetail]

Hi there,

I am new to Power Automate and in seek of help.

I have a Leave request app designed in Power apps for my organisation, which allows employees to request leave and the manager to approve it.

I would like to create a flow that will send a customized mail to HR once a manager has approved a leave request.

In layman's terms, I would like to create a flow that will filter the Status column in my sharepoint list so that whenever the status changes to approved, a customized email is sent to HR informing them about the approve leave.

Any help would be appreciated please, i am really stuck.

Thank you

[bluehoodie · Accepted solution]

Hi @Dovetail 

1. Select “create items when modified/created” under sharepoint connector as the automated trigger

2. Select get items under sharepoint connector

3. Select the condition connector and set your condition where status is equals to approve

4. Send a mail and add in the details of your customised email

[Dovetail]

Hi there, Okay i followed the steps you outline but my flow is failing with the following error:

This is my flow:

I really have no idea what is causing the error. it says folder not found and i am pretty sure i got the path right.

Anybody please help.

Thank you

[bluehoodie]

Hi @Dovetail ,

Can you try removing the status field from the limit entries to folder field?

[Dovetail]

Hi @bluehoodie 

It runs without errors, thank you very much.

I however find myself with another predicament. The flow sends a mail for a every request with an approved status, even those there were approved in the past, so i find myself with mails of approvals that i already know of.

I would like it to send a mail ONLY for the request that has just been approved.

How would i achieve that?

Thank you

[bluehoodie]

You can have another column in sharepoint that indicates if the mail has been sent to hr and add that to your condition flow to filter out those that have been sent

[Dovetail]

Okay,

Sorry to bother you so much, but could you please walk me on how to do that.

I know how to add the extra column in Sharepoint, but i wouldn't know how to indicate in the column if a mail has been sent to HR and to filter them out in my flow.

your assistance would be greatly appreciated.

thank you

[bluehoodie]

Hi @Dovetail ,

Under the condition branch, add in a new role where <email_sent column> = no and <status column> = approve

After your send an email flow, select the update item from sharepoint connector and update the email_sent column = yes

[Dovetail]

Hi @bluehoodie 

I am not sure i understand the last part where you say i should select the update item.

I however creates the extra column that will indicate if a mail has been sent or not, but it currently has no data.

below is also a snipped of the condition.

[bluehoodie]

Hi @Dovetail ,

For your current data set, for those that you have already sent an email, you can set the email_sent column to Yes. For those that are new, it will be empty or no (depending on how you set it when the manager approves the request)

Once an email is sent, you can update the email_sent column as follows:

[Dovetail]

Hi @bluehoodie 

Thank you, i did as requested and i think i'm on the right track.

The flow runs without any errors, but it is skipping the send an email(v2) and Update item flow. My mails is not being sent and my column isn't updating

please see my snippet below:

Do you perhaps know what the issue is?

[bluehoodie]

Hi @Dovetail ,

Your conditions are not met which is why the mails are not sent and the columns are not updated. Is there a row in your sharepoint list where email_sent = no and status = approved?

[Dovetail]

Hi @bluehoodie 

Please see a snippet of my column below. for those that mails were already sent, i manually set it to Yes, however the others are blank, and i think that is why my condition is failing.
Do i need to manually put in a "NO" for those that have not been sent yet?

Is there a way to make them populate automatically? If a mail is not sent yet, it would be a NO and it would change to Yes once it has?

Thank you

[bluehoodie]

Hi @Dovetail ,

Can you set the condition to if email_sent is equal to null instead of no?

something like this

https://www.google.com.sg/amp/s/www.spsimply.com/home/2019/1/10/flow-make-a-condition-to-check-for-e...

[Dovetail]

Hi @bluehoodie 

Thank you very much.

the flow works as it should, the mail is being sent and the the list is being updated.

What is weird that the condition expression result is still False. do you perhaps know why this is still happening although the flow is working fine.

Might this be a bug?

[bluehoodie]

Hi @Dovetail ,

The condition is supposed to be true. It doesnt look like the mails got send out fron your screenshot as the condition is not met. i do face issue with the null function at times. My workaround is to use the length() expression for the email_sent field to be equals to 0.