cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
jamesbetteridge
Advocate I
Advocate I

Send an email with multiple items from a sharepoint list

Hi,

 

I'm relatively new to MS Flow and am by no means a developer but I am keen to learn so please bear with.

 

I have a sharepoint list (of customer related info) which has a number of columns but the important ones in this example are the customer name, date of next call and Account Manager fields.

 

In short, I want to build a Flow that, only a daily or weekly basis, sends an email to a member of staff which lists the accounts that they need to call that day/week. I have built a flow which does this for the most part however it sends a seperate email for every account rather than one email for all accounts that are due a call.

 

I tried the usual Google/YouTube searches and have found a couple of solutions but nothing I have put in works :-S

 

As per my opening statement, I'm pretty new to all this so if anyone would like to take pity on a Noob then please reach out 🙂

16 REPLIES 16
Pstork1
Most Valuable Professional
Most Valuable Professional

I assume that you have your send email inside an Apply to each loop.  That's why you are getting multiple emails.  The fix is to build an array of values inside the loop and then send the email once after the loop finishes.  You'll need to use the array to create an HTML table to put inside the email.

 

Also, you may need two loops, one to loop through each user and an inner loop to loop through all the customers for that user.  The email would then be outside the inner loop, but inside the out loop (user loop).



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

Hi @Pstork1 

 

Thanks for the quick reply, really appreciated. I'm afraid it looks like you might have to dumb it down a bit for me, sorry. I have tried to combine what you suggested (I think), with what I found from Google and YouTube and have (not sure how to add an image so hopefull this link will work) Flow 1 

 

Basically, I have a scheduled trigger, followed by an "Initialize Variable" with a name of ListItems and a type of String. After that I have a GetItems which references the sharepoint site and list name (Customer Record). GetItems is filter by the customers status equalling "Live". This then goes to an Apply to Each which has the value of the GetItems output but then passes to a condition that checks to see if a call is due and if "Yes" has an apply to each containing the "Append To String Variable" which has the columns I want to display, then sends an email. The body of the email now contains the ListItems Variable.

 

What is happening is that I get an email, with every customer thats due a call listed (partial win - still need to work on the second loop you were refering to in order to have one email per account manager) but I then start receiving further emails an each subsequent email adds the contents of the list the the last email so, email one has 387 items, email two 774, email three 1161, etc., etc.

Pstork1
Most Valuable Professional
Most Valuable Professional

Sorry, but the link didn't work.  You can post an image by clicking on the camera icon in the editing toolbar or by adding the image as an attachment using the Choose file button below your reply.  Please post a screenshot of your flow, particular the loop and I'll try to explain where to put things.



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

Hi, 

 

Please see screenshots below. I have been tinkering a little so it is not exactly as originally stated but it's not too far off. Hopefully this is now a little closer to what I need but still requires improvement. In this current state, I get 38 emails (no idea why 38) but each one has the list of 427 customer listed - which is good 🙂

 

Flow 1.pngFlow 2.pngFlow 3.png

Pstork1
Most Valuable Professional
Most Valuable Professional

1) you need to sort your Get Items by the person you want to email.  I assume that is DTNC.

2) Use an out Apply to Each Loop to process each unique value for DTNC in your Get Items.  I would do this using either an array or a list that I get using a different Get Items, but you want the loop to run once for each person.

3) Inside that loop do another Apply to Each Loop to build your string of values.  

4) When you exit the inner loop send the email and reset the string to empty.  Then let the outer loop process the next person.



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

I am struggling at step one i'm afraid. There are fields I need to work with, Account Reference, Customer Name, Date of Next Call and Account Manager. The Account Manager is selected from a dropdown with a power app and so the sharepoint list's column is a choice field. When I try to sort by a choice field in the initial GetItems I get an error and the flow fails :-S.

 

 

I was wondering, I can create a View of the Sharepoint List that has the data I want, in the order I want. Is there a way to get Flow to reference a view rather than the list as a whole?

 

Pstork1
Most Valuable Professional
Most Valuable Professional

Views in Power Automate limit the number of columns to the ones in the view, but don't filter the number of records.  YOu have to recreate the view filter in the Get Items action.  You should be able to filter using the dropdown.  One of the things that people usually get wrong is not using the text value from the dropdown.  The dropdown provides an object, but you need to drill down to filter based on the value in the object.  Can you show the statement you are using for filtering



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

Yeah Sure, but i've been tinkering again and think I might be getting somewhere - maybe :-S. So, this is my flow currently...Flow.png 

The output of which is.....

email.png

 

So, I am getting the Account Reference at the beginning, but then all of the odata stuff, rather than just the Account Managers Name (at the end). Is there an easy way to tell the GetItems part to only pull back the value rather than all of the odata stuff?

 

As I now have the data I want all in one email, after this formatting issue, it'll just be a case of emailing each account manager their own list but i'll tackle that bridge when I get to it

Pstork1
Most Valuable Professional
Most Valuable Professional

Take another look at your dynamic content.  YOu are grabbing the account manager object.  There should be one that is something like 'Sage Ref. Name'.  That will have just the name in it rather than the whole object.



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

Hi @Pstork1 

 

Well that was more simple than I expected it to be! Thank you! I guess next time I should look through the whole list rather than just selecting the first item that looks like what i am after lol - leasson learnt.

 

OK, so, thanks to you I am almost there I think. I now have a list of Customer that are due. The last two things I am still struggling to comprehend are:

 

1 - The "Date of Next Call" field is coming through as "2021-03-03T00:00:00Z", is there a way to make this a friendlier date?

2 - I can't get my head around how to group the list item by account manager then send an email for each person?

 

I appreciate I have taken up a lot of your time already but would really appreciate any further guidance you can offer.

 

Cheers

James

OK so I have sussed the date formatting problem out so now all I need help with, is sending one email to each account manager that includes there list of calls to make!

 

Nearly there and thank you so much for all your help thus far!

 

Pstork1
Most Valuable Professional
Most Valuable Professional

To do one email per manager you want to put most of what you built inside an Apply to Each Loop.  Each loop would be for one account manager and then you filter the inner loop to collect information for just that account manager.



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

OK, I will have a play with this over the next few days. My current flow (one email with all info) worked but when I added an extra field to the email (Contact Name) it now times out. I've removed the field again and it still times out so I think i'm going to have to start from a fresh flow as what I am doing surely cant be maxing out any resource limits - it's a fairly standard sort of thing they I imagine a lot of people will be doing?

Would you be able to tell me exactly how to create the loop that sends an email for each account manager? I've had a look and it's beyond my skill set at the moment

 

Hi @Pstork1 

 

Sorry it's been so long in replying but I am back to this project now and must confess to being a little embarrased that I still cannot get this to work. I think I am going to need more specific help. The screenshot below is where I am. This gives me one email with every "Primary Owner"'s calls. What I now want to achieve is for the flow to send each Primary Owner a list of there own. This project is soooo close to being done that its frustrating the heck out of me! 🙂

 

Flow.png

Pstork1
Most Valuable Professional
Most Valuable Professional

 

@jamesbetteridge I'm tied up on something else right now.  But give me a day or two and I'll put together a sample of what it should look like in general.

 



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

Helpful resources

Announcements

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Copilot Cookbook Challenge | Week 1 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders   Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

May 2024 Community Newsletter

It's time for the May Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.        COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovusFubarAmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankiMattJimisonragavanrajantimlSudeepGhatakNZrenatoromaoLucas001iAm_ManCatAlexEncodianfernandosilvaOOlashynJmanriqueriosChriddle  BCBuizerExpiscornovus  a33ikBCBuizer  SebSDavid_MA  dpoggermannPstork1     LATEST NEWS   We saw a whole host of amazing announcements at this year's #MSBuild, so we thought we'd share with you a bite sized breakdown of the big news via blogs from Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab, and ✊🏾Justin Graham :   New ways of development with copilots and Microsoft Power PlatformRevolutionize the way you work with Automation and AIPower Apps is making it easier for developers to build with Microsoft Copilot and each otherCopilot in Microsoft Fabric is now generally available in Power BIUnlock new levels of productivity with Microsoft Dataverse and Microsoft Copilot StudioMicrosoft Copilot Studio: Building copilots with agent capabilitiesMicrosoft Power Pages is bringing the new standard in secure, AI-powered capabilities   If you'd like to relive some of the highlights from Microsoft Build 2024, click the image below to watch a great selection of on-demand Keynotes and sessions!         WorkLab Podcast with Charles Lamanna   Check out the latest episode of the WorkLab podcast with CVP of Business Apps and Platforms at Microsoft, Charles Lamanna, as he explains the ever-expanding evolution of Copilot, and how AI is offering new opportunities for business leaders. Grab yourself a coffee and click the image below to take a listen.       Event Recap: European Collaboration and Cloud Summits 2024   Click the image below to read a great recap by Mark Kashman about the recent European Collaboration Summit and European Cloud Summit held in Germany during May 2024. Great work everybody!       UPCOMING EVENTS European Power Platform Conference - SOLD OUT! Congrats to everyone who managed to grab a ticket for the now SOLD OUT European Power Platform Conference, which takes place in beautiful Brussels, Belgium, on 11-13th June. With a great keynote planned from Ryan Cunningham and Sangya Singh, plus expert sessions from the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Lindsay Shelton, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more, it looks like the E in #EPPC24 stands for Epic!   Click the image below for a full run down of the exciting sessions planned, and remember, you'll need to move quickly for tickets to next year's event!       AI Community Conference - New York - Friday 21st June Check out the AI Community Conference, which takes place at the Microsoft Corporate building on Friday 21st June at 11 Times Square in New York City. Here, you'll have the opportunity to explore the latest trends and breakthroughs in AI technology alongside fellow enthusiasts and experts, with speakers on the day including Arik Kalininsky, Sherry Xu, Xinran Ma, Jared Matfess, Mihail Mateev, Andrei Khaidarov, Ruven Gotz, Nick Brattoli, Amit Vasu, and more. So, whether you're a seasoned professional or just beginning your journey into AI, click the image below to find out more about this exciting NYC event.       TechCon365 & Power Platform Conference - D.C. - August 12-16th ** EARLY BIRD TICKETS END MAY 31ST! ** Today's the perfect time to grab those early bird tickets for the D.C. TechCon365 & PWRCON Conference at the Walter E Washington Center on August 12-16th! Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, Laura Rogers, Microsoft MVP, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe, Amarender Peddamalku, and many more, this is the perfect event for those that want to gain invaluable insights from industry experts. Click the image below to grab your tickets today!         Power Platform Community Conference - Sept. 18-20th 2024 Check out some of the sessions already planned for the Power Platform Community Conference in Las Vegas this September. Holding all the aces we have Kristine Kolodziejski, Lisa Crosbie, Daniel Christian, Dian Taylor, Scott Durow🌈, David Yack, Michael O. and Aiden Kaskela, who will be joining the #MicrosoftCommunity for a series of high-stakes sessions! Click the image below to find out more as we go ALL-IN at #PPCC24!       For more events, click the image below to visit the Community Days website.    

Users online (3,419)