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SC31
Frequent Visitor

One email containing items from multiple SharePoint lists assigned to a specific user

Hello Power Automate Community!

 

Background: We have SharePoint lists for each area of a project RAID. Our PMs need a LOT of reminding to update their items on a regular basis and I'm looking for a way to be pro-actively lazy.

 

Goal: Send one email on a Monday with a table containing a list of the assigned items from across the four lists. 

Ideally the html email will be 4 tables with rows for each item assigned and respective columns from each list (title, details, due date <- although these columns may vary between the lists so I'd just use the dynamic content html builder).

 

Bonus point: Limit the date to be things due that week
Extra Bonus point: Include items that have not been modified in the last week but may not be due for a while (i.e. make sure this is still valid or update next steps)

 

We cannot merge the lists as the columns are different and they run Power BI dashboards which could also be an answer (but I have zero experience there so feel free to tell me that is the easiest approach and I'll go off down that route)

 

I'd like to find a sustainable solution - if that means creating views per person and running a recurring call against those list views, happy to take that approach. The pooling of information is my stumbling block.

1 ACCEPTED SOLUTION

Accepted Solutions
rebeccas
Community Champion
Community Champion

I have something similar to this I do. 

 

1st - I have a Sharepoint list of "Users"

Title - Name as Text

Salesman_PPl - People Field

 

For my flow it is a Recurrance

 

1) Gets items - Users list above

2) Gets items - From other list that they have items to do on -- looks for ones that are theirs and has certain status

3) Count of items that met criteria of Num 2 (using compose)

4) Sends an email saying "You have 4 items that are past due"

 

Example is below:

rebeccas_0-1608324489769.png

 

rebeccas_1-1608324549233.pngrebeccas_2-1608324569770.png

 

I have several variations of this but the one above:

- Gets list of salesman (from SP List)

- Compose name as text

- Compose email as text

- Get items - Date is past due, Salesman is the email from my Compose (from SP List) and Status is Open

- Compose Count items found from Get Items Action

- Condition - Count is greater than 0

- Yes - Send email to the person with their count

 

 

View solution in original post

4 REPLIES 4
fchopo
Super User
Super User

Hello @SC31 

You could do something like that:

1) Each Monday

2) Initialize a variable with the users you want to send the email.

3) Get the date with the end of the week.

4) Filter the SharePoint list items with ReviewDate less than that date.

5) For each email in the list (initialized in step 2)

6) Filter the items in the SharePoint list for each user (in this case, AssignedTo column)

7) Create the HTML table

flowpart1.png

 

flowpart2.png

 

In the apply to each control you could set parallel execution to improve performance.

 

For the extra bonus step, you could apply another condition in the filter query with the modified column.

 

Hope it helps!

Ferran

 

Did I answer your question? Please consider to mark my post as a solution to help others.
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rebeccas
Community Champion
Community Champion

I have something similar to this I do. 

 

1st - I have a Sharepoint list of "Users"

Title - Name as Text

Salesman_PPl - People Field

 

For my flow it is a Recurrance

 

1) Gets items - Users list above

2) Gets items - From other list that they have items to do on -- looks for ones that are theirs and has certain status

3) Count of items that met criteria of Num 2 (using compose)

4) Sends an email saying "You have 4 items that are past due"

 

Example is below:

rebeccas_0-1608324489769.png

 

rebeccas_1-1608324549233.pngrebeccas_2-1608324569770.png

 

I have several variations of this but the one above:

- Gets list of salesman (from SP List)

- Compose name as text

- Compose email as text

- Get items - Date is past due, Salesman is the email from my Compose (from SP List) and Status is Open

- Compose Count items found from Get Items Action

- Condition - Count is greater than 0

- Yes - Send email to the person with their count

 

 

SC31
Frequent Visitor

@fchopo Thank you for the speedy reply. I'm going to research and trial the approach you've suggested as I need to get my head around the logic. There are some components I've not used before and I need to see how it pulls in data from multiple lists, assuming I need to run parallel get items to pool the data. 

SC31
Frequent Visitor

Thanks @rebeccas. I can see the logic you've suggested there. I'm sure this will help me form part of the solution as I need to check multiple lists.

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