Re: Get employee name using ID from different Shar...

aah · ‎11-21-2022

I have two lists (Employees & Medicals) and need a flow to send an email when an employees next medical assessment is due.

The employees names are stored in the Employees list, and the Medicals list only uses their employee ID to identify them.

I need the flow to get the employees name from the Employees list using their employee ID from the Medicals list, then add that to an email with the date their medical is due.

Any help on this would be great as I can't quite figure it out, thanks.

grantjenkins · ‎11-21-2022

Is your Employee ID column in the Medicals list a Lookup column pointing to the Employees list, or just Single line of text column that contains the Employee ID?

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aah · ‎11-21-2022

@grantjenkins It's just a single line of text column that contains the Employee ID.

grantjenkins · ‎11-21-2022

Sorry, should have asked this before. Where do you store the email for each employee in order to send the email? It that another column in the Employee List?

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aah · ‎11-21-2022

It's no problem. I don't, I use the 'Send an email (V2)' to send the email at the end of the flow to a selected person.

grantjenkins · ‎11-21-2022

This is how I would build the flow. I'm assuming you're sending an email for each person that has a medical due. Also, assuming you have a Recurrence trigger set to run daily. For this example, I have two lists.

The Employee List is below.

And the Medical List is below:

Full flow below. I'll go into each of the actions.

Recurrence is set to run daily.

Get items Medicals will retrieve all medicals that are due today. My internal column name is NextMedicalAssessmentDue. You'll need to find out what your internal name is.

I've also used the following expression to get the current date formatted as yyyy-MM-dd which is the same format that will be returned for each of your items.

formatDateTime(utcNow(), 'yyyy-MM-dd')

Apply to each Medical uses the value from Get items Medical so it will loop over each of the Medicals returned (ones that are due today).

Get items Employees retrieves employees where the Employee ID matches the Employee ID in the current Medical List. Note that it has Title and Title - this is because I renamed my Title columns to Employee ID in both lists, and we always use the internal column name when applying filters. This should only return a single employee.

Apply to each Employee will then loop through each employee that was returned which should only ever be one, but Power Automate doesn't know this so adds a loop assuming it could be more than one.

Lastly, it will send the email using the properties from both lists. In my example, I'm just sending the email to myself.

The email, as it is in my example, will look like:

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aah · ‎11-22-2022

@grantjenkins Thanks for this but I can't seem to get it to work. Not sure what's wrong but I'll keep trying 👍

grantjenkins · ‎11-22-2022

Are you able to share screenshots of what you currently have and what errors, etc. you are facing?

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aah · ‎11-22-2022

I was originally using Power Automate to create a HTML table with a list of employee names whose medicals are overdue but this is now only displaying the employee ID after I remade my databases.

This would probably have to be a new topic but if there was a way to integrate getting the name from the employee ID into this flow that would be perfect.

grantjenkins · ‎12-02-2022

Sorry for the late reply. Is the Name within your SharePoint List? I'm assuming at the moment your Title field contains your Employee ID. Is the Employee Name one of the other columns?

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grantjenkins · ‎12-02-2022

Sorry for the late reply. Is the Name within your SharePoint List? I'm assuming at the moment your Title field contains your Employee ID. Is the Employee Name one of the other columns?

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aah · ‎12-05-2022

@grantjenkins So currently I would need power automate to use the employee ID to pull the employee name from a different list.

I am getting the employee ID from the 'Medicals' list but this list doesn't contain the employee name. The employee name is held in the 'People' list which also contains their employee ID.

Sorry if this is difficult to understand, I've attached pictures to try to show what I mean.