cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
livingstonep
Kudo Kingpin
Kudo Kingpin

Group BY in Flow to send email of aggregated data

We have a SharePoint List with a column VolunteerManager - here is a view of the list Grouped By that field:

VolunteerManagers1.PNG

 

The list consists of Volunteers and each VolunteerManager can have several Volunteers

The fields are:

VolunteersList.PNG

We need to send an email to each of the Volunteer Managers with a table of the Volunteers that they are responsible for...

 

So we need to perform a GROUP BY then loop through and send the email containing the names and contact of the Volunteers...

In SQL this would be simple, in MS Excel this would be done with a PIVOT table...

 

How can I do that in my Flow

1 ACCEPTED SOLUTION

Accepted Solutions
livingstonep
Kudo Kingpin
Kudo Kingpin

here is how we did the Group BY in MS Flow, grouping our records by the field VolunteerManager

First Get items:

Group BY 1.PNG

then a Data Operations SELECT step:

Group BY 2a.PNG

configured like this:

Group BY 2c.PNG

 then we used an Append to Array Variable step with a UNION expression to return the Aggregated data:

Group BY 3.PNG

Next we want to loop through the aggregated/grouped data and inside the loop retrieve all the records for each Volunteer Manager:

First we execute a PARSE JSON step:

Group BY 4.PNG

Then we use Set Variable to extract the current Volunteer Name and Volunteer Manager values:

Group BY 5.PNG

and use those values for a Get Items step to retrieve the records that have that Volunteer Manager:

Group BY 6.PNG

 

and that's it...after that loop through those records, and we append to an HTML table variable the data for that individual record, Update the item as Processed and move to the next Volunteer Manager ...

 

I hope this helps

View solution in original post

9 REPLIES 9
manuelstgomes
Community Champion
Community Champion

Hi @livingstonep ,

 

Bad news first. There's no automatic way to do that so you have to do it yourself using variables. Good news is that I found an article that may help you:

http://johnliu.net/blog/2018/6/do-group-by-in-flow-with-two-simple-elegant-loops

 

I haven't tried what's in the article, so if something doesn't work, let me know, and we'll try to figure this out together. 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

v-bacao-msft
Community Support
Community Support

 

Hi @livingstonep ,

 

You can try the method mentioned in the article provided by @manuelstgomes , it is valid. I have used a similar method to provide solutions for other users.

When you configure Flow, you need to extract all the managers in the list and then remove the duplicates.

Then iterate through all the items in the list, and then according to the manager obtained above, the corresponding Volunteer is integrated and sent to the corresponding manager.

Please take a try. If you have any questions, please let us know.

 

Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
livingstonep
Kudo Kingpin
Kudo Kingpin

here is how we did the Group BY in MS Flow, grouping our records by the field VolunteerManager

First Get items:

Group BY 1.PNG

then a Data Operations SELECT step:

Group BY 2a.PNG

configured like this:

Group BY 2c.PNG

 then we used an Append to Array Variable step with a UNION expression to return the Aggregated data:

Group BY 3.PNG

Next we want to loop through the aggregated/grouped data and inside the loop retrieve all the records for each Volunteer Manager:

First we execute a PARSE JSON step:

Group BY 4.PNG

Then we use Set Variable to extract the current Volunteer Name and Volunteer Manager values:

Group BY 5.PNG

and use those values for a Get Items step to retrieve the records that have that Volunteer Manager:

Group BY 6.PNG

 

and that's it...after that loop through those records, and we append to an HTML table variable the data for that individual record, Update the item as Processed and move to the next Volunteer Manager ...

 

I hope this helps

khjami
Regular Visitor

Hi,

 

Just wanted to say thank you for the post and the solution. Found it very helpful.

 

Thanks

 

Kabir

Hi, I am trying to build that logic, however, I get an error in the Append to Array Variable. How is created the Initialize Variable?

"The value '[]' of type 'Array' cannot be appended to the variable 'ResponsibleEmail' of type 'Array'. The action type 'AppendToArrayVariable' only supports values of types 'Float, Integer, String, Boolean, Object'.

jukow_0-1616658028977.png

krk_2021
Regular Visitor

Hi @livingstonep 

 

Your post is very interesting and i am trying to build something similar. 

Firstly, I have a sharepoint list with 100 lines and there may be 10 different managers assigned across these lines. 

 

How can i group my sharepoint list, like the way you have done ? Can you guide me here ? 

 

Once i group, then i can use your procedures to send them email. 

 

Thanks

@livingstonep where you have initialized variable named "Unique Names"?

Can you please elaborate more as I have same requirement but stuck on selecting Variable Name as its not coming by default?

@krk_2021 Did you get solution? I have similar requirement. Can you please help?PFAPFA

sastrakhan
Regular Visitor

This video walks you through this Group By scenario and includes Sum & Count features in case that helps. 

 

https://www.youtube.com/watch?v=SQ5tQkeuUfo&t

Helpful resources

Announcements

Celebrating the May Super User of the Month: Laurens Martens

  @LaurensM  is an exceptional contributor to the Power Platform Community. Super Users like Laurens inspire others through their example, encouragement, and active participation. We are excited to celebrated Laurens as our Super User of the Month for May 2024.   Consistent Engagement:  He consistently engages with the community by answering forum questions, sharing insights, and providing solutions. Laurens dedication helps other users find answers and overcome challenges.   Community Expertise: As a Super User, Laurens plays a crucial role in maintaining a knowledge sharing environment. Always ensuring a positive experience for everyone.   Leadership: He shares valuable insights on community growth, engagement, and future trends. Their contributions help shape the Power Platform Community.   Congratulations, Laurens Martens, for your outstanding work! Keep inspiring others and making a difference in the community!   Keep up the fantastic work!        

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!    

Welcome to the Power Automate Community

You are now a part of a fast-growing vibrant group of peers and industry experts who are here to network, share knowledge, and even have a little fun.   Now that you are a member, you can enjoy the following resources:   Welcome to the Community   News & Announcements: The is your place to get all the latest news around community events and announcements. This is where we share with the community what is going on and how to participate.  Be sure to subscribe to this board and not miss an announcement.   Get Help with Power Automate Forums: If you're looking for support with any part of Power Automate, our forums are the place to go. From General Power Automate forums to Using Connectors, Building Flows and Using Flows.  You will find thousands of technical professionals, and Super Users with years of experience who are ready and eager to answer your questions. You now have the ability to post, reply and give "kudos" on the Power Automate community forums. Make sure you conduct a quick search before creating a new post because your question may have already been asked and answered. Galleries: The galleries are full of content and can assist you with information on creating a flow in our Webinars and Video Gallery, and the ability to share the flows you have created in the Power Automate Cookbook.  Stay connected with the Community Connections & How-To Videos from the Microsoft Community Team. Check out the awesome content being shared there today.   Power Automate Community Blog: Over the years, more than 700 Power Automate Community Blog articles have been written and published by our thriving community. Our community members have learned some excellent tips and have keen insights on the future of process automation. In the Power Automate Community Blog, you can read the latest Power Automate-related posts from our community blog authors around the world. Let us know if you'd like to become an author and contribute your own writing — everything Power Automate-related is welcome.   Community Support: Check out and learn more about Using the Community for tips & tricks. Let us know in the Community Feedback  board if you have any questions or comments about your community experience. Again, we are so excited to welcome you to the Microsoft Power Automate community family. Whether you are brand new to the world of process automation or you are a seasoned Power Automate veteran - our goal is to shape the community to be your 'go to' for support, networking, education, inspiration and encouragement as we enjoy this adventure together.     Power Automate Community Team

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Users online (5,520)