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Raphael-1
Regular Visitor

Reminder for document expiry date (in sharepoint list) sends multiple reminders

I am very new to using power automate so apologies. 

 

I have set up a flow that sends a reminder 30 days before expiry but if multiple documents have the same date then I recieve the list of items due to expire multiple times? 

 

example 3 documents due to expire I will recieve x3 list reminders

 

is there a way to limit this to either 1 reminder per person/folder (or item)?    

 

Thanks in advance! 🙂 

 

Raphael-1_0-1616508277167.png

 

Raphael-1_1-1616508309256.png

 

10 REPLIES 10
annajhaveri
Most Valuable Professional
Most Valuable Professional

@Raphael-1  do you have the send email action inside apply to each action? If yes then you need to move it out of the apply to each action

Regards,
Anna Jhaveri

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Hi @annajhaveri 

Yes I do, but I dont know how to remove it from Apply to each?

 

Raphael-1_2-1616517050886.png

 

 

@Raphael-1  the append to string variable, why are you using that? to create string that needs to be sent in email?

 

Can you expand the email action and share the screenshot of it?

Regards,
Anna Jhaveri

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Hi @annajhaveri ,
see below as requsted 

Raphael-1_0-1616519765564.png

Raphael-1_1-1616519875727.png

 

 

@Raphael-1 , see that you are looping through items returned by Get Items in the apply to each action and inside that you have Send email action, so if 3 items are returned by Get Items, then 3 emails will be sent as per current flow, and i understand you just want to send one email which has details of all three items.

 

Before doing below steps just backup your current flow, so that you dont lose it in process of doing the changes, you can export your flow 

 

1. First define a variable in top of your flow give it a name like BuildTable

2. Now add Compose action under the apply to each action where you are doing append to string variable

3. Copy the value from append to string variable to compose action value and remove the existing append to string variable. 

4. Now add new Append to String variable action under compose action under apply to each action.

5. In this Append to String variable action , select BuildTable variable and provide the value as the string that you are using in the  body parameter of send email action. 

6. Now you can add Send email action just under the apply to each action and in body parameter of this action use just the buildtable variable  and the old send email action you can remove

Regards,
Anna Jhaveri

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Hi @annajhaveri , thank you for taking the time to help me with this.

I attempted at making the changes suggested but I seem to have run into the same issue with the multiple emails... are you able to see what action I missed from my screen shots?

Raphael-1_0-1616603244272.png

Raphael-1_1-1616603289860.png

Raphael-1_3-1616604419414.png

 

 

Are you able to show me with your screen shots?

2. Now add Compose action under the apply to each action, configure content as shown in below screenshot from your flow in this compose action

annajhaveri_0-1616666732231.png

 

4. In Append to String variable action under compose action under apply to each action. Select variable BuildTable and configure following content in the value (again this is screenshot from your flow)

annajhaveri_3-1616666920257.png

annajhaveri_2-1616666864057.png

 

In addition to this i the screenshots from your reply it looks like you are using document owner from the Get Item in the To address of email, so do you want to include each document owner in the to email address for one email?

 

5. In this Append to String variable action , select BuildTable variable and provide the value as the string that you are using in the  body parameter of send email action. 

6. Now you can add Send email action just under the apply to each action and in body parameter of this action use just the buildtable variable  and the old send email action you can remove

Regards,
Anna Jhaveri

If I have answered your question, please mark the post as Solved to help other users to identify the correct answer
If you like my response, please give it a Thumbs Up.

Hi @annajhaveri 

Hi @annajhaveri 

Raphael-1_0-1616668934785.png

 

Raphael-1_1-1616668934787.pngRaphael-1_2-1616668934758.png

 

I have tried to make the changes you have suggested but now I get the error message

 

The template validation failed 'Append_to_string_variable' at line '1 and column '2624' is invalid. Action 'Apply_to_each_2' must be a parent 'foreach' scope of action 'Append_to_string_variable' to be referenced by 'repeatItems' or 'items' functions.'

 

2. Now add Compose action under the apply to each action, configure content as shown in below screenshot from your flow in this compose action

 

Raphael-1_0-1616670597417.png

 

My Compose action does not seem to have a Value so I had to use the Inputs

 

 

4. In Append to String variable action under compose action under apply to each action. Select variable BuildTable and configure following content in the value (again this is screenshot from your flow)

Raphael-1_8-1616670115148.png

 

I have done this.

 

next 

5. In this Append to String variable action , select BuildTable variable and provide the value as the string that you are using in the  body parameter of send email action. 

6. Now you can add Send email action just under the apply to each action and in body parameter of this action use just the buildtable variable  and the old send email action you can remove

 

I have done this screen shot below:

 

 

Raphael-1_9-1616670245794.png

 

 

Raphael-1
Regular Visitor

Please can anyone help with this? 

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