Send email to multiple users via send HTTP request to Sharepoint

[mhdukes1]

Hi, I need assistance with sending one email to multiple users. I created a Microsoft Form for other departments to submit a legal request. This form uses a flow to transfer the information into a sharepoint list and sends a receipt email to the requestor (via send an HTTP request to SP). 

Next, I've created another flow for the SP list which has the same information but should go to the assigned staff (default assignee, 2nd assignee and staff). I have a separate column for each email address. The flow fails if I put all three dynamic content columns in the "To" field, and other times it won't hold just one column. It simply removes the information and instead the result is [""] and no email sent.

Ultimately, Step 1 processes to the requestor and then Step 2 starts and goes to the assigned staff.  I've learned everything so far via Google and Youtube videos but unable to finish this last part for several weeks. My office wants to utilize Sharepoint as its primary database for requests and document storage. Please I need help ASAP.

Step 1 - MS Form (Flow)

Step 2 - SP List (Flow) 

[mhdukes1]

@ahleonar ok just so I understand correctly do not use Compose, Select , Join route. Instead after Get Items.....1) Initialize a variable (string); 2) Append to String Variable - this creates an apply to each loop. Where to put the substring formula?

[ahleonar]

Yes, that is correct. I haven't messed around with setting up the flow like you were thinking of but the way I mentioned should result in having to use less connectors. You will want to append all your contacts to that string variable you created and would like to list in the email so your Dept contacts, Legal contacts and Staff contacts, etc with the same format as my previous post.

The substring connector will need come after all your append to string actions required. But keep this outside of your apply to each loops. Think of this as your final formatting before you send your email. 

[mhdukes1]

@ahleonar ok I'm even more confused now and I truly thank you for your efforts. But I'm just not getting where I'm going wrong because the flow continuously produce errors.

I need to send to the Dept Approvers and Legal Approvers in one email via HTTP (heck I'll take just one group if it will flow).

[mhdukes1]

@ahleonar also what connector to use for the substring? It shouldn't be so hard to add multiple recipients to an HTTP email (emails to multiple users are sent everyday). If you can, please screenshot a sample flow.....I'd truly appreciate it 😉

[ahleonar]

@mhdukes1 It looks like you have the right idea but are not applying the correct formatting around the dynamic content for the emails to append them to a string variable. You need to have the following setup in your append to string variable. It will loop through all the provided emails no matter 1, 2, 3, 15, or 100 emails (obviously 100 emails would be ridiculous but for examples sake why not)

"{LegalApproverEmail}",

I also forgot to mention you will use the compose outputs for the "To" recipient line in your Send an HTTP request to SharePoint connector. My apologies there. Screenshots are below for how this would look. I went ahead and quickly recreated your use case. 

Hopefully this helps you out,

Cheers and have a good weekend!

[mhdukes1]

@ahleonar ok let me try......give me a few minutes and wish me luck...lol! I'll return with the results 😉

[mhdukes1]

@ahleonar test succeeded but I didn't get the HTTP email.  Did I complete the substring right? The screen doesn't open for me to see the details.

substring(variables('varEmails'), 0, sub(length(variables('varEmails')),1))

Thanks.

P.S. I didn't use the Signature Approvers because no dynamic content option. I rechecked the list and column is multi-person (with name and presence selected).....

[ahleonar]

@mhdukes1 substring looks right to me. Do you have any email rules that will would cause the email not to appear in your inbox? Personally I have a no-reply testing folder in my outlook so that I don't spam my inbox testing emails. That could be the reason why  you don't see the email in your inbox.

You also will need to have access to the SharePoint site you are using for your URL in order to receive the emails. This includes users you are trying to send emails too as well.

I also don't think the name and presence would affect you being able to add signature approvers to the email but I've never done much with name and presence option for person column. 

If no to both of those things above, I'd need to see the output of the flow run to see the output of the send an HTTP to determine further. Also why do you have all the actions inside an apply to each loop? Is that from the get items connector where you grab the item in SP you are using the values to determine who gets emails sent to them?

[mhdukes1]

@ahleonar yes, the items are in an apply to each because of the Get Items connector. The Append to String Variable applies the loop when the value is "Legal Approvers Email". I tried but it won't let me drag it out. 

I have full control permissions and no restrictions. The HTTP email triggers fine with static email addresses as it appeared in my inbox. However, my flow requires dynamic content because the emails must be forwarded to the assigned staff.

Here's the output after testing - unable to open to see details.

[ahleonar]

@mhdukes1 Makes sense. I'd need to see the output of the HTTP connector to provide any further advice. 

See if you can copy the connector and paste it outside of that apply to each maybe to generate an output? I'd do this with the substring compose connector as well. You should be able to reference the variable outside of the apply to each.

If you don't have luck with that can you use the get item connector instead of get items? You could use the ID from the "When an item is created" trigger of your flow for the ID required to use the "get item" connector. I prefer grabbing items this way so you can avoid the apply to each loops.

[mhdukes1]

@ahleonar thanks for all your help thus far. I'm starting from scratch trying to determine the breakdown. This is may first Append to String variable.

value (Legal Approvers)

Name: VarEmails

Value: Legal Approvers Email

 

this is the result - no value stored

[ahleonar]

@mhdukes1 Try changing the output on your apply connector to each as "Legal Approver". This will may create an additional apply to each loop but I would assume that is why you are getting a blank value. If you are saving the value to a string variable the extra loop shouldn't matter either. You should be able to reference the variable outside of the apply to each. See screenshot below for clarification, I apologize in advance for my bad handwriting 😂

Only other explanation would be that the value for Legal approvers you are pointing to in SharePoint is blank. 

[mhdukes1]

@ahleonar did the same as you but still no result

LegalApprovers.....the LegalApproversEmail

result still the same

[ahleonar]

@mhdukes1 Check the output of the get item connector and see if you can find a value for legal approvers. Is there something there?

Your setup with the apply to each and append to string look correct. Your append to string connector should contain an email if there are legal approvers listed in the get item connector. If not check the item in SharePoint to make sure it has legal approvers listed on the same ID of the item you're testing. Just don't forget those quotes and comma for the email formatting when you have it figured out! 

[mhdukes1]

@ahleonar finally got a result for HTTP w/no email addresses 

[ahleonar]

@mhdukes1 Please send a picture of how your Send an HTTP request to SharePoint connector is setup. I would assume that issue has something to do with how you have setup your To line