cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Highlighted
spoye
Level: Powered On

Loop to send email?

Can someone please help, i have posted this before with no answer.   We have a sharepoint form that has "sign off"

for 6 departments.  The departments are set up as check box, when ALL departments have signed off we then trigger an email.    We have been unable to figure this out, is there a table to look or a view to see if all 6 have signed off.  I was told to use a do until but that doesn't work.  Please help if possible. 

1 ACCEPTED SOLUTION

Accepted Solutions
Super User
Super User

Re: Loop to send email?

@spoye:

See screen shot below

Expression.jpg

 

 

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

Scott

View solution in original post

18 REPLIES 18
Super User
Super User

Re: Loop to send email?

Hi @spoye ,

 

Could you post a screen shot of your form please?

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!



spoye
Level: Powered On

Re: Loop to send email?

Capture.JPG

 

Above is the screen shot we need to check the department and once all departments have completed we send the email

Super User
Super User

Re: Loop to send email?

Hi @spoye ,

 

Thank you for the reply.

 

Believe this is stored in a list in SharePoint.

 

Option 1:

You could trigger against list modified or created. Check all the checkboxes are set to true. Disadvantage is flow will trigger multiple times (minimum 8 times). 

 

Option 2:

If you don't want the flow to trigger mulitple times then schedule your flow to trigger once or two times a day. Look for the list and check all the checkboxes are set to true or not. Here the disadvantage is email won't be going immediately after all the checkboxes are set due to flow is triggered on a particular schedule interval.

 

Option 3:

I am not sure about this. You could investigate whether you could dynamically show a field and set a particluar value. So in your case create a new field called "All Dept Ok" (Check box. Default as false). This field will be hidden in your form initially. When ever the form gets saved you need to check all check boxes are set then set this value to true. Trigger a flow against this new field when it is set to true. So to achieve this you need to customise your form to set some dynamics values.

 

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



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!



spoye
Level: Powered On

Re: Loop to send email?

Thanks, but another is we dont know how to locate the list or how to program against it?

I have been searching, but not found a way to do it.

Super User
Super User

Re: Loop to send email?

@spoye 

I have created a Flow that represents one solution to your issue.  To simplify the Flow, I used yes/no columns for the department sign-off rather than a choice column.  In addition, I added a column called Email Sent - that column gets set when the email is sent and is used to stop the Flow if subsequent changes are made to the list.  Please let me know if this works for you.

Dept4.jpgDept1.jpgDept2.jpgDept3.jpg

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

Scott
Super User
Super User

Re: Loop to send email?

Hi @spoye ,

 

You could update the email sent field via flow once you send your main email after all the check boxes are set to true.

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!



spoye
Level: Powered On

Re: Loop to send email?

Thank you vey much for the help but i don't understand,will the flow not send the email right from the start? 

Super User
Super User

Re: Loop to send email?

@spoye 

The Flow runs when an item is created or changed.  An email will be sent when all departments have set the yes/no column to yes. 

 

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

Scott
spoye
Level: Powered On

Re: Loop to send email?

So it will work with our set up which are check boxes, and remember once checked the next department to log in doesn't see it as checked so it is never saved, not sure how to do that.

 

and again thank you very much for any help

 

Super User
Super User

Re: Loop to send email?

@spoye 

No - it will not work with your check boxes - they are an option column set to allow multi select.  I used a series of yes/no columns because using the check boxes will greatly complicate the Flow.

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

Scott
spoye
Level: Powered On

Re: Loop to send email?

Is there a way to use the check boxes?    I am not sure that we can use the YES/NO

spoye
Level: Powered On

Re: Loop to send email?

Can you let me know  how to set up the yes no boxes when you have time

spoye
Level: Powered On

Re: Loop to send email?

Our form is built with Infopath.  I don't see an option to add a yes no.

spoye
Level: Powered On

Re: Loop to send email?

I have changed the CHECK boxes to the below will this work with the attached flow?    Still not working can anyone lead me to a site that for information on how to accomplish this?

 

Capture.JPG

 

Capture.JPG

 

Capture1.JPG

Super User
Super User

Re: Loop to send email?

@spoye 

Not sure if this is your issue but it is likely that it is....

You cannot simply enter true on the right side of the condition.  You need to enter true in the expression window and click on OK. 

 

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

Scott
spoye
Level: Powered On

Re: Loop to send email?

Sorry to ask could we see an example?

Super User
Super User

Re: Loop to send email?

@spoye:

See screen shot below

Expression.jpg

 

 

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

Scott

View solution in original post

spoye
Level: Powered On

Re: Loop to send email?

Trying it now, still sending the email when one department signs off.  Looking for it to only send when all departments sign off.   I feel we are closer though, thanks for all your help for sure!

Helpful resources

Announcements
firstImage

Incoming: New and improved badges!

Look out for new contribution recognition badges coming SOON!

firstImage

Power Platform Online Conference

Join us for the first ever Power Platform Online Conference!

firstImage

New & Improved Power Automate Community Cookbook

We've updated and improved the layout and uploading format of the Power Automate Cookbook!

thirdimage

Power Automate Community User Group Member Badge

Fill out a quick form to claim your user group badge now!

fifthimage

Microsoft Learn

Learn how to build the business apps that you need.

sixthImage

Power Platform World Tour

Find out where you can attend!

seventhimage

Webinars & Video Gallery

Watch & learn from the Power Automate Community Video Gallery!

Top Solution Authors
Top Kudoed Authors
Users online (5,778)