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SL42
Frequent Visitor

Send Email to Multiple Recipients - Apply To Each Action failed

Hello helpful people,

 

I'm new to power automate, and building a flow to send emails based on a date column on a sharepoint list.

 

The sharepoint list contains a date column (Next Reminder Date) as well as 'Remind Who' and 'CC' columns which contain one or more user profiles.

 

The flow correctly obtains the items from the sharepoint list, and has a condition to match the date column to todays date.

 

However, when configuring the 'Send an email' step, when I add the 'Remind Who Email' and 'CC Email' fields to the email in the To and CC fields respectively, new 'apply to each' windows are inserted into the flow, with 'Current item' as the initial output.

 

This fails as Current item is not an array, but im not sure what output I should populate in its place. If I use 'Remind Who:' here, then the flow runs successfully, but any item with >1 user in the Remind Who field will have multiple emails generated, meaning any users in the CC field will receive multiple emails. 

 

I'd like a single email sent to all Remind Who and CC users for each item, but not sure how to achieve. 

 

Any help much appreciated!

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1 ACCEPTED SOLUTION

Accepted Solutions
creativeopinion
Super User
Super User

@SL42 The reason you have nested apply to each actions is that your columns are storing multiple user profiles which will output an array. You need to convert the array of profiles to a string of email addresses.

 

In addition to this, I would recommend using a Filter Array action or a Filter Query in the Get Items action to filter out items where the Next Reminder Date is equal to Today first before looping through them with an Apply to Each action. Currently, the way your flow is set up is that it will return all the items first and loop through each item to check if the Next Reminder Date is today.

 

Instead, by filtering out the items that meet your criteria first you can add a condition that prevents the flow from running unnecessarily. The condition should check to see if there are items returned from your Filter Array action or the Get Items action (that contains a Filter Query). If no items have returned, no additional actions need to take place. If there are items, you can run through all the rest of the actions in your flow. You can also save time in your flow run by only looping through those that met your criteria. 

 

To learn more about how to use the Filter Array action, please refer to this recent YT Tutorial I uploaded.

Remove Send an Email Action

While you are building and testing your flow. I would recommend removing the Send an Email action till you've been able to confirm the dynamic content necessary for the Send an Email action. It will make running tests for your flow a lot more efficient. Once you've confirmed the dynamic content you can add that action back into your flow.

Select Emails

Add a Select action to your flow. Tip: Rename your actions to keep things organized!

 

Insert the dynamic column of the Remind Who or CC column to the From field. In my example below I have an Assigned To column.

 

Click on the icon to switch from Key value to Map mode. 

creativeopinion_0-1698934532599.png

In the Map field, insert the email dynamic content for the dynamic content column you inserted into the From field. Important: Power Automate will automatically nest the Select action into an Apply to Each action. The Apply to each action IS NOT NECESSARY. 

creativeopinion_1-1698934769101.png

Pull the Select action outside of the automatically added Apply to Each action. Delete the Apply to Each action. You should just be left with the Select action. 

creativeopinion_2-1698934842795.png

 

This will return the email addresses only from the selected profiles in an array. 

Convert Email Array to String

Add a Join action to your flow. This action will convert the array to a string, separating each array item with a separator that you specify.

 

In the From field, insert the Outputs from the Select action above.

creativeopinion_3-1698935040117.png

In the Join with field, insert a separator. In this case, use a semi-colon since you'll be using the string in the To and CC fields of the Send an Email action.

creativeopinion_4-1698935050573.png

 

Run a test.

creativeopinion_5-1698935175197.png

 

The input of the join action is an array, the output is a string of text. The outputs from this Join action can now be used in a Send an Email action.

 

Repeat this step for the CC column. Run another test to confirm. You can then add back the Send an Email action and give that another test.

 

Hope this helps!


If I helped you solve your problem—please mark my post as a solution .
Consider giving me a 👍 if you liked my response!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

 

 

 

View solution in original post

6 REPLIES 6
creativeopinion
Super User
Super User

@SL42 The reason you have nested apply to each actions is that your columns are storing multiple user profiles which will output an array. You need to convert the array of profiles to a string of email addresses.

 

In addition to this, I would recommend using a Filter Array action or a Filter Query in the Get Items action to filter out items where the Next Reminder Date is equal to Today first before looping through them with an Apply to Each action. Currently, the way your flow is set up is that it will return all the items first and loop through each item to check if the Next Reminder Date is today.

 

Instead, by filtering out the items that meet your criteria first you can add a condition that prevents the flow from running unnecessarily. The condition should check to see if there are items returned from your Filter Array action or the Get Items action (that contains a Filter Query). If no items have returned, no additional actions need to take place. If there are items, you can run through all the rest of the actions in your flow. You can also save time in your flow run by only looping through those that met your criteria. 

 

To learn more about how to use the Filter Array action, please refer to this recent YT Tutorial I uploaded.

Remove Send an Email Action

While you are building and testing your flow. I would recommend removing the Send an Email action till you've been able to confirm the dynamic content necessary for the Send an Email action. It will make running tests for your flow a lot more efficient. Once you've confirmed the dynamic content you can add that action back into your flow.

Select Emails

Add a Select action to your flow. Tip: Rename your actions to keep things organized!

 

Insert the dynamic column of the Remind Who or CC column to the From field. In my example below I have an Assigned To column.

 

Click on the icon to switch from Key value to Map mode. 

creativeopinion_0-1698934532599.png

In the Map field, insert the email dynamic content for the dynamic content column you inserted into the From field. Important: Power Automate will automatically nest the Select action into an Apply to Each action. The Apply to each action IS NOT NECESSARY. 

creativeopinion_1-1698934769101.png

Pull the Select action outside of the automatically added Apply to Each action. Delete the Apply to Each action. You should just be left with the Select action. 

creativeopinion_2-1698934842795.png

 

This will return the email addresses only from the selected profiles in an array. 

Convert Email Array to String

Add a Join action to your flow. This action will convert the array to a string, separating each array item with a separator that you specify.

 

In the From field, insert the Outputs from the Select action above.

creativeopinion_3-1698935040117.png

In the Join with field, insert a separator. In this case, use a semi-colon since you'll be using the string in the To and CC fields of the Send an Email action.

creativeopinion_4-1698935050573.png

 

Run a test.

creativeopinion_5-1698935175197.png

 

The input of the join action is an array, the output is a string of text. The outputs from this Join action can now be used in a Send an Email action.

 

Repeat this step for the CC column. Run another test to confirm. You can then add back the Send an Email action and give that another test.

 

Hope this helps!


If I helped you solve your problem—please mark my post as a solution .
Consider giving me a 👍 if you liked my response!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

 

 

 

That's excellent - thankyou for the detailed reply and guidance. The flow now works perfectly and only sends out one email per sharepoint item.

 

I have one final issue if you dont mind - within the email I want to reflect whether or not the item has attachments(True/False). There is dynamic content available for this, but adding the Get items - Has Attachments value introduces another nested apply to each, and using the {HasAttachments} from the filter array returns the error below.

 

What additional step is needed here to define this content for use within the email?

 

Step4.PNG

@SL42 Could you share a full screenshot of your flow? I added a Has Attachments dynamic content into a Compose action in my flow and it doesn't introduce another nested apply to each action. I would help to see everything. thx.

SL42
Frequent Visitor

Part1.PNG

Part2.PNG

Part3.PNG

Thanks

@SL42 I would recommend adding a Compose action to store the number of items returned from your Filter Array action. Use a condition action to check whether any items are returned. This will prevent your flow from failing if your Filter Array action is empty. Please refer to this section of my YT tutorial. 

 

You can replace the Set Variable action with a Compose action. Using a variable in this case isn't necessary. By using a Compose action instead of a variable you can turn on the concurrency control in the Apply to each action which will improve the efficiency of your flow.

 

Try to add a Compose action with an expression to return the Has Attachments dynamic content.

item()?['{HasAttachments}']

This shouldn't automatically add a nested apply to each action. Run a test.

creativeopinion_0-1698946457579.png

 

Hope this helps!

This is perfect - thanks so much for your help

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