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Helper III
Helper III

Send Automatic Email once All Task in SharePoint has been completed.

Hello, I have a SharePoint list that lists all the tasks tagged to a person. Some of the task/s has dependency on some of the tasks owned by different people.


How do I build a flow so that the person/s will be notified once all the task dependencies has been completed?

 

I have below SharePoint List named Next Steps Monitoring

 

Task ID Task NameTask OwnerStatusTask ID Prerequisites
1Review received measurementsengr1@outlook.com CompleteNone
2Validate & sign off reviews made by Egr1engrSupervisor@outlook.com Complete1
3Check all the documentations is completeQA@outlook.com;audit@outlook.com Not Started1,2

 

For the above scenario the SharePoint users will go to the list to update the status.
How do I build a flow where below task/s owners will be notified:


a. engrSupervisor@outlook.com when Task ID 1 has been completed
b. QA@outlook.com and audit@outlook.com when both Task ID 1 & 2 has been completed


Kindly note that in some cases tasks can have 4 to 5 task ID Prerequisites. Any ideas will be greatly appreciated.

Apologies I am new to this.

1 ACCEPTED SOLUTION

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@keyboardWrench 

 

Idea is to run through a loop and split task ID column into Array. Then loop through Array which is essentially ID of dependent list item. Get List Item and check if its complete. If Its not complete flag a variable as not compelete.

 

At the end of the loop, check if variable is not complete or complete and take an action.

Please Like and Mark this as Answer if it resolves your Issue.

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9 REPLIES 9
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Solution Specialist
Solution Specialist

@keyboardWrench - You can run 2 loops. First read all list items. Then write a foreach on that. Then For each TaskID Prerequisties column, again read GetListItems to check status. If Complete, notify the task owner of first get items.

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community
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@PrasadAthalye  for the solution are you referring two separate flows should be created?

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No Just 1 flow with 2 loops in it... Something like below... I am using Count as column name where in your case its dependent task id... First Variable is of type string and 2nd is of type array. Finally after Get Items, you can add If condition. If its not complete, flag a variable to No. At the end of the loop if variable is yes, send email.

 

PrasadAthalye_0-1600909087901.png

 

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community
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Thanks for you response @PrasadAthalye  let me try this and provide the results here 🙂

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@keyboardWrench  Sure. Please like and Mark the solution as answer if it resolves your issue.

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community
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@PrasadAthalye, is my understanding correct on below:

 

  • Should I initialize my Task ID as well?
  • Should I initialize my Task ID Prerequisites column as an array or string?
  • I see you created a function split, did you split the Task ID Prerequisites Column there?

 

Highlighted

@keyboardWrench 

 

Idea is to run through a loop and split task ID column into Array. Then loop through Array which is essentially ID of dependent list item. Get List Item and check if its complete. If Its not complete flag a variable as not compelete.

 

At the end of the loop, check if variable is not complete or complete and take an action.

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community

View solution in original post

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What will be a better approach?

 

Should I loop all task first and check if everything has been completed?

or 

Loop to those tasks that has prerequisites?

 

Either way how do I evaluate that if a prerequisite has been completed I will trigger an action? 

 

 

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How can I loop the Task ID into an array?

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