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Anonymous
Not applicable

Send one email if Manager name is in SP list

I am a bit stuck with how to have Flow iterate through a SharePoint list once a day and send out one email to a specific Manager, if they have items on the list.

 

A quick overview of the process:

  • User will fill out a form that will add items to a SharePoint list that will notify the field manager of items they need to review.
  • Once a day a flow will run and send one email notification to the appropriate manager that have items within the list to review.

Example:

 

SP List includes:

Customer Name

Manager Name

Some Details

Customer 1

A

Details about customer 1

Customer 2

A

Details about this customer 2

Customer 3

B

Details about this customer 3

Customer 4

C

Details about this customer 4

 

Once a day I would like one email sent to manager A, B and C. What I am getting is two emails to manger A and one to B & C.

 

Any help would be greatly appreciated.

 

Thanks

1 ACCEPTED SOLUTION

Accepted Solutions

I asked if it was a Person or Group column because I wanted to know if I had easy access to the managers emails address.

 

Here is a solution that should work for you.  There may be more "elegant" approaches but this has the advantage of simplicity.

Essentially, I append the managers email address to a string every time an email is sent.  I check the string for each managers email before sending an email - if I find it that means an email has been sent

 

I have used a button to start the flow for ease of testing - shouldn't make a difference if you use a recurrence trigger.

This Flow runs successfully for me and generates only one email to each manager no matter how many times their name appears.

 

I am using a person or group column for the manager titled "Manager PG"

 

Here is what I do:

  1.  Get the list items from the list
  2.  initialize a string variable
  3.  Use an Apply to each loop to:
    1. Get a list item
    2. check to see if the Managers email address can be found (contains) in the string variable
      1. If not, send an email and add it to the string 
      2. If it can be found in the variable, do nothing because an email has already been sent

Please note that the second and third apply to each loops were automatically inserted by Flow - I did not add them.  It won't hurt anything because I am only retrieving one item at a time.

 

Also note that I am assuming that there are only a limited number of managers.  If there are a larger number of managers, it is possible that using a string variable will fail as the it has a limited size/length.

 

Here are screen shots:

 

ManagerString1.jpgManagerString2.jpgManagerString3.jpgManagerString4.jpg

 

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

Scott

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6 REPLIES 6
ScottShearer
Super User
Super User

Is the manager name column a person or group column?

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

Scott
Anonymous
Not applicable

@ScottShearer it is a person column. Would that impact how this would be done? 

I asked if it was a Person or Group column because I wanted to know if I had easy access to the managers emails address.

 

Here is a solution that should work for you.  There may be more "elegant" approaches but this has the advantage of simplicity.

Essentially, I append the managers email address to a string every time an email is sent.  I check the string for each managers email before sending an email - if I find it that means an email has been sent

 

I have used a button to start the flow for ease of testing - shouldn't make a difference if you use a recurrence trigger.

This Flow runs successfully for me and generates only one email to each manager no matter how many times their name appears.

 

I am using a person or group column for the manager titled "Manager PG"

 

Here is what I do:

  1.  Get the list items from the list
  2.  initialize a string variable
  3.  Use an Apply to each loop to:
    1. Get a list item
    2. check to see if the Managers email address can be found (contains) in the string variable
      1. If not, send an email and add it to the string 
      2. If it can be found in the variable, do nothing because an email has already been sent

Please note that the second and third apply to each loops were automatically inserted by Flow - I did not add them.  It won't hurt anything because I am only retrieving one item at a time.

 

Also note that I am assuming that there are only a limited number of managers.  If there are a larger number of managers, it is possible that using a string variable will fail as the it has a limited size/length.

 

Here are screen shots:

 

ManagerString1.jpgManagerString2.jpgManagerString3.jpgManagerString4.jpg

 

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

Scott
ScottShearer
Super User
Super User

Actually, the Flow below is a much better solution.....

 

I use an array.  As I loop through each item in the list, I add the email address to the array.

When looping through the array, I check to see if the email address is already there.  If it is, I do nothing.

If it is not, I add it and send an email.

 

This is the same concept as what I first presented but is a much better solution because of the use of the array.

 

The Flow below ran successfully and generated only one email per manager.

 

NewManager1.jpgNewManager2.jpgNewManager3.jpg

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

Scott
Anonymous
Not applicable

@ScottShearer

Thanks for the solution! I was thinking something like what you had but I kept on thinking I had to build an array then loop over each item within that array to see if the value was there or not. I just could not figure out how to loop over the items within that array. Just building a string of values and using contain is a quicker and less complicated way of solving for this problem. 

@ScottShearer in the Apply to Each Block righ after Initialize Variable could you share what is in the Select an Output from previous steps? Also is there a get Items inside that Appy to Each scpe?

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