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Sending Email to different Users based on excel file

(First Time Power Automate User!)

 

Here's the issue: 

 

I've created a shipping tracker where we have Delivery Status, user Information, Item Information, etc. I would like to be able to mark an item as 'Delivered' and then it automatically send a template email to that user that was just changed to 'Delivered'.

 

I've been able to create a flow that partially works, however it will only send an email to the first user, it won't move on to send an email to the second or third, etc even if they were the ones that were changed. 

 

example:

Order IDOrder DateStatusDate DeliveredShipment DateDelivering ToEmail AddressItem Ordered
12345678911/5/2020DELIVERED12/29/2011/5/2020John Smithuser@email.comVGA Cable
98765432111/5/2020DELIVERED12/29/2011/5/2020Jane Doeuser2@email.comVGA Cable

 

Any assistance would be appreciated!

1 ACCEPTED SOLUTION

Accepted Solutions
Resolver II
Resolver II

Hello, congrats on your first Flow!  It's a little hard to say without seeing your Flow so I would ask that you reply with screenshots to fully help you.  First question is what is your data source, an Excel file or a SharePoint list?  Either way, in general your Flow will need to look something like this:

  • Get all item(s) if the Status = Completed from SP list or Excel row
  • For each row or item, send email to the Email Address listed for the that row
  • OPTIONAL - Update Email Sent = Yes

There are multiple ways to do this and it depends on your process.  You could send it immediately as you update the items in the list.  If you do that, I would suggest adding a Trigger Condition on the Settings of the "When an item is created or modified trigger action" to say only let the Flow fire if the modified item's Status = delivered.  Or you could write to run on a schedule to say every hour or every morning at 8am check for new delivered items.  If you go that method, you will also need to have a column or field that the Flow sets when you are done to say "Email sent" = Yes.  So when you get items, you get all items with Status = Delivered AND Email Sent = No.  That way you don't send dupes.  Or you could change the status to say "Ready to Deliver", then the Flow runs and updates it to Delivered, up to you.    


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1 REPLY 1
Resolver II
Resolver II

Hello, congrats on your first Flow!  It's a little hard to say without seeing your Flow so I would ask that you reply with screenshots to fully help you.  First question is what is your data source, an Excel file or a SharePoint list?  Either way, in general your Flow will need to look something like this:

  • Get all item(s) if the Status = Completed from SP list or Excel row
  • For each row or item, send email to the Email Address listed for the that row
  • OPTIONAL - Update Email Sent = Yes

There are multiple ways to do this and it depends on your process.  You could send it immediately as you update the items in the list.  If you do that, I would suggest adding a Trigger Condition on the Settings of the "When an item is created or modified trigger action" to say only let the Flow fire if the modified item's Status = delivered.  Or you could write to run on a schedule to say every hour or every morning at 8am check for new delivered items.  If you go that method, you will also need to have a column or field that the Flow sets when you are done to say "Email sent" = Yes.  So when you get items, you get all items with Status = Delivered AND Email Sent = No.  That way you don't send dupes.  Or you could change the status to say "Ready to Deliver", then the Flow runs and updates it to Delivered, up to you.    


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

View solution in original post

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