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Sivaperumal31
Helper I
Helper I

How to Avoid multiple emails when share point items created

Hello.

 

I have 2 share point list -

1. Transaction List  - Contains client transaction details with country column and does not contain email id of country managers.

2. Country Mangers List - Contains email ids of each country managers along with country column. 

Both lists have country as common column.

 

My requirement is to send email to country mangers whenever  transaction share point is updated with entries. I have achieved the same with help of an expert from community. The flow starts with auto trigger when item is created in transaction list and reads country managers list and sends email. And it works perfect for below example transaction list .

 

Each item contains different countries , Country managers get email when an entry is created in transaction list 

Sivaperumal31_0-1677253213458.png

 

But the same flow sends 4 emails to same manager when Transaction share point list is updated with entries for same country like below. Which I would like to avoid.

 

Sivaperumal31_1-1677253600154.png

 

I understand that this is expected behavior when the auto trigger is defined as  "When an item is created" in Transaction share point list.

 

But I would like to know of any alternate way to send only one email if transaction share point list is updated with entries for the same country, It does not have to auto trigger . I can easily do it if email id is contained in Transaction list itself . But

How can I combine 2 share point list and look up to send email with manual trigger. 

 

Flow I created is below. 

 

Sivaperumal31_2-1677254240707.png

 

1 ACCEPTED SOLUTION

Accepted Solutions
grantjenkins
Super User
Super User

Hopefully this is what you're looking for. I've assumed all your fields are Single line of text except for Amount which is of type Number. I've also used the Title fields (renamed as Country) for the Countries. This will run the flow daily, get all items that were created in the last 24 hours, and send them to each Country Manager as a Table.

 

I've used the following lists for this example.

 

grantjenkins_1-1677296467557.png

 

grantjenkins_14-1677297812272.png

 

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

grantjenkins_0-1677296445603.png

 

Recurrence is set to run daily at 6AM (you can set this to suit your needs).

grantjenkins_4-1677297054663.png

 

Get Transactions (Get items) retrieves the items that were created in the last 24 hours. The expression used for the Filter Query is:

Created gt '@{addDays(utcNow(), -1)}'

grantjenkins_5-1677297118402.png

 

Get Managers (Get items) retrieves all the Country Managers.

grantjenkins_6-1677297163256.png

 

Select Countries (Select) gets an array of all the Countries (our Title field). Note that Map is set to Text mode (see screenshot).

grantjenkins_7-1677297224685.png

 

Compose HTML style (Compose) is some CSS that will be used to style the HTML tables within the email. I've set it before the loop as we only need to create this once, then use it multiple times.

<style>
    table {
        border-collapse: collapse;
    }
    table td,
    table th {
        border: 1px solid #ddd;
        padding: 6px 20px;
        text-align: left;
    }
    table th {
        background-color: #1C6EA4;
        color: white;
    }
</style>

grantjenkins_8-1677297303414.png

 

Apply to each iterates over each of the Countries. We use the union expression to ensure we remove any duplicate Country values.

union(body('Select_Countries'), body('Select_Countries'))

grantjenkins_9-1677297369073.png

 

Filter Transactions (Filter array) extracts the transactions for the current Country that we are iterating over.

grantjenkins_10-1677297420103.png

 

Filter Managers (Filter array) extracts the managers for the current Country that we are iterating over.

grantjenkins_11-1677297462711.png

 

Select Manager (Select) extracts the Manager emails. Note that Map is using Text mode here similar to the Select Countries. The expression used is:

item()?['Manager']

grantjenkins_12-1677297538914.png

 

Create HTML table uses the output from Filter Transactions and maps the fields as below.

//Title
item()?['Title']

//CRM ID
item()?['CRMID']

//Client Name
item()?['ClientName']

//Amount
item()?['Amount']

grantjenkins_13-1677297645075.png

 

Send an email uses the output from Compose HTML style and Create HTML table in the Body, Current Item (Country) in the Body and the Subject, and the following expression in the To field that joins each of the Country Managers.

join(body('Select_Managers'), ';')

grantjenkins_15-1677297947969.png

 

When the flow runs (daily) each of the Country Managers will receive an email with any items that have been created in the last 24 hours. See example emails below.

grantjenkins_17-1677298044645.png

 

grantjenkins_18-1677298053223.png

 

grantjenkins_19-1677298073819.png


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View solution in original post

7 REPLIES 7
selfy100
Resolver II
Resolver II

There are two different ways I would tackle this.

 

1. If I was adding new transactions to the list all day long, and wanted to send the manager 1 email at the end of the day that listed all the transactions, I would change the flow from an Automated trigger, that sends an email whenever a new transaction is input, to a Scheduled trigger, that runs at a certain time everyday and finds all the transactions for each manager and sends them together.

 

2. If I transactions come in bunches and I want to send the manager several emails throughout the day I would add a Delay of 5 minutes or so into the flow you posted above, then after the delay, collect all the transactions that have been added since the flow was triggered and send them together to the manager.

 

Both would be fairly simple to set up. Let me know which one would work better for you and I will workshop the flow!

Sivaperumal31
Helper I
Helper I

Hi @selfy100 ,

 

Thank you for the time and the help. 

 

I expect several countries to be updated in transaction list with multiple entries for each country. I really do not need to keep sending email throughout the day. Once in a day , probably at the end of the day, the flow can run and trigger one email to each country managers saying that new entries are added in transaction list since last time they got the email would suffice. 

 

So I think option 1 with scheduled trigger once a day should be fine.

 

Just to provide accurate scenario, transaction list would like below at the end of the day. 

 

Sivaperumal31_0-1677282903249.png

 

The country manager list may have multiple managers for given country, Meaning, multiple entries for same country like below.  One email can be sent to all 3 managers together for the country 'CN' below.

 

Sivaperumal31_1-1677283174455.png

 

Thank you.

selfy100
Resolver II
Resolver II

This is absolutely doable using Filters in the Get Items action.

I will put together a flow for you and post it shortly.

grantjenkins
Super User
Super User

Hopefully this is what you're looking for. I've assumed all your fields are Single line of text except for Amount which is of type Number. I've also used the Title fields (renamed as Country) for the Countries. This will run the flow daily, get all items that were created in the last 24 hours, and send them to each Country Manager as a Table.

 

I've used the following lists for this example.

 

grantjenkins_1-1677296467557.png

 

grantjenkins_14-1677297812272.png

 

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

grantjenkins_0-1677296445603.png

 

Recurrence is set to run daily at 6AM (you can set this to suit your needs).

grantjenkins_4-1677297054663.png

 

Get Transactions (Get items) retrieves the items that were created in the last 24 hours. The expression used for the Filter Query is:

Created gt '@{addDays(utcNow(), -1)}'

grantjenkins_5-1677297118402.png

 

Get Managers (Get items) retrieves all the Country Managers.

grantjenkins_6-1677297163256.png

 

Select Countries (Select) gets an array of all the Countries (our Title field). Note that Map is set to Text mode (see screenshot).

grantjenkins_7-1677297224685.png

 

Compose HTML style (Compose) is some CSS that will be used to style the HTML tables within the email. I've set it before the loop as we only need to create this once, then use it multiple times.

<style>
    table {
        border-collapse: collapse;
    }
    table td,
    table th {
        border: 1px solid #ddd;
        padding: 6px 20px;
        text-align: left;
    }
    table th {
        background-color: #1C6EA4;
        color: white;
    }
</style>

grantjenkins_8-1677297303414.png

 

Apply to each iterates over each of the Countries. We use the union expression to ensure we remove any duplicate Country values.

union(body('Select_Countries'), body('Select_Countries'))

grantjenkins_9-1677297369073.png

 

Filter Transactions (Filter array) extracts the transactions for the current Country that we are iterating over.

grantjenkins_10-1677297420103.png

 

Filter Managers (Filter array) extracts the managers for the current Country that we are iterating over.

grantjenkins_11-1677297462711.png

 

Select Manager (Select) extracts the Manager emails. Note that Map is using Text mode here similar to the Select Countries. The expression used is:

item()?['Manager']

grantjenkins_12-1677297538914.png

 

Create HTML table uses the output from Filter Transactions and maps the fields as below.

//Title
item()?['Title']

//CRM ID
item()?['CRMID']

//Client Name
item()?['ClientName']

//Amount
item()?['Amount']

grantjenkins_13-1677297645075.png

 

Send an email uses the output from Compose HTML style and Create HTML table in the Body, Current Item (Country) in the Body and the Subject, and the following expression in the To field that joins each of the Country Managers.

join(body('Select_Managers'), ';')

grantjenkins_15-1677297947969.png

 

When the flow runs (daily) each of the Country Managers will receive an email with any items that have been created in the last 24 hours. See example emails below.

grantjenkins_17-1677298044645.png

 

grantjenkins_18-1677298053223.png

 

grantjenkins_19-1677298073819.png


----------------------------------------------------------------------
If I've answered your question, please mark the post as Solved.
If you like my response, please consider giving it a Thumbs Up.


----------------------------------------------------------------------
If I've answered your question, please mark the post as Solved.
If you like my response, please consider giving it a Thumbs Up.
Sivaperumal31
Helper I
Helper I

HI @grantjenkins ,

 

Thank you so much for the effort to help me here, really appreciate it.

I followed the steps , and it worked almost perfect with one small issue . 

 

Issue 1 - (Fixed it somehow ) 

Email content was blank with header alone like below, So I changed the formula for header in HTML table step like below for the example of country column. it fixed the problem

 

Sivaperumal31_0-1677308892497.png

 

 

Issue 2: When the transaction list contains only data for one country - lets say CN, I still get email trigger for all the countries maintained in country list ,  even though no transaction is maintained or posted in transaction list for that country, In my scenario, country list will be static with all the managers for all the countries. 

 

But the flow loops for every country maintained in country list and send email to respective managers with blank content, is there anyway to avoid sending mail for the countries for which no entry posted in transaction list? As it will be misleading.

 

My country list is as below 

 

Sivaperumal31_1-1677309560333.png

 

Transaction list only contains entries for one country - CN, but I get email for SG too with blank table. 

Sivaperumal31_2-1677309617481.png

 

 

Thanks again

 

Update on Issue 2: 

Tried creating condition to check the length of the HTML table before sending the email a But its still not working - condition is always true for mail trigger for both scenario.

 

Sivaperumal31_0-1677319184970.png

 

Found that length of the empty HTML table is 105 as it contains headers , so changed the condition like below and it worked. 

 

Sivaperumal31_1-1677319801139.png

 

@Sivaperumal31 

 

Issue 1: Yes, you would need to use your own field names here.

 

Issue 2: I'm assuming this is because you are using the values from Get Managers in Select Countries. You will need to use the values from Get Transactions here, so it only has Countries returned in the Transactions.

grantjenkins_0-1677321998630.png

 

Issue 3: This will be resolved automatically after fixing Issue 2. You won't need to have a Condition at all in the flow as per my example.

 


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Sivaperumal31
Helper I
Helper I

HI @grantjenkins ,

Spot on, That's exactly where I made the mistake. Thank you 

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It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

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