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aaeaea
Helper I
Helper I

Sending email based on SharePoint choice column

I need help to send an email on 2 different options users can select in a MS form, below is an outline of what I am trying to do and would appreciate if anyone can help!

In my Document Request List I have setup columns like so:

aaeaea_0-1713543404395.png

 

 

'Request Type': Contains the type of request, I only want to send emails if its a News Release or AD-37 

'Contacts': Contains the emails to send to

'Send Email': Is a Yes/No column

 

My goal is to have it send an email to the emails in the 'Contacts' column, triggered when you select 'Yes' on the Send Email column. But only for those 2 Request Types I mentioned above.

 

I setup another flow to generate the emails like so: 

aaeaea_1-1713543404441.png

 

 

 

with a trigger condition only when Send Email = True:

aaeaea_2-1713543404447.png

 


But kind of stuck here and not sure how to send the emails to the ones listed in the Contacts column.

2 ACCEPTED SOLUTIONS

Accepted Solutions

@aaeaea To prevent your flow from triggering unless all your conditions are met, you should add these conditions to your Trigger Conditions as well. 

creativeopinion_0-1713544350876.png

 

As you've indicated in your original post: 

'Request Type': Contains the type of request, I only want to send emails if its a News Release or AD-37

'Contacts': Contains the emails to send to

'Send Email': Is a Yes/No column

 

You already have one condition added to your Trigger Condition—add the rest so your flow doesn't trigger unnecessarily. 

 

I believe that you'll need to add a Get Items action to your flow to pull the list of News Agencies so you can return the respective email address(es) based on the selection. 

 

Check out this YT Tutorial for more details on how to add Trigger Conditions to your flow: 4 Ways You Can Use Trigger Conditions in Your Microsoft Power Automate Flow

 

If you are using an Automated Cloud flow trigger in your flow—you need to consider adding trigger conditions.

 

Do YOU 🫵 know what a trigger condition is? Trigger conditions can be set in most flow triggers. These conditions you set must be true for the trigger to fire. In this Power Automate tutorial, I’m going to show you how to use trigger conditions in your flows to control when your Power Automate flows trigger.

 

If your plan has flow run limits—you can avoid triggering your flows unnecessarily by using trigger conditions.

 

I’ll cover four different flow examples that would benefit from trigger conditions:

️ Triggering a flow when a column is changed to a specific value

️ Triggering a Flow When an Event Updated or Deleted

️ Triggering a Flow When a New Folder is Created

️ Triggering a Flow When a Specific Email is Received I’ll also show you a trick on how to easily create the expressions needed and give you a few tips on how to troubleshoot your flow.

 

IN THIS VIDEO:

 Four different flows that would benefit from trigger conditions

 What is a trigger condition?

 How to add a trigger condition to your flow

 How to trigger a flow when a column is changed to a specific value

 How to trigger a flow when an event is updated or Deleted

 How to trigger a flow when a new folder is created

 How to trigger a flow when a specific email is received

 How to troubleshoot a trigger condition

 How to prevent case sensitivity issues with a trigger condition

 How to use the filter array action to easily compose an expression that can be used in a trigger condition

 

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!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

 

View solution in original post

Thanks for that @aaeaea !

The good thing is that your mails are already present in the "Contacts" column.

I would suggest you to use the Office365Outlook connector in order to send your mail :

Tristan_D_0-1713545258621.png


It would look like something like that 😉.

Let me know if it helps.

T

View solution in original post

9 REPLIES 9
Tristan_D
Helper V
Helper V

Hi @aaeaea !

I would love to help though your screenshots are unreadable (way too small ^^) I can't see what you are doing on them 😉.

Could you provide other screenshots please ?

Thanks.

T

I just realized they are super small sorry about that, hopefully this works. I did kind of start from scratch after thinking about the flow more and here is what I have so far:
List
flow2.png

Flow so far
flow.png

 

 

 

Trigger

aaeaea_1-1713544148651.png

 

@aaeaea To prevent your flow from triggering unless all your conditions are met, you should add these conditions to your Trigger Conditions as well. 

creativeopinion_0-1713544350876.png

 

As you've indicated in your original post: 

'Request Type': Contains the type of request, I only want to send emails if its a News Release or AD-37

'Contacts': Contains the emails to send to

'Send Email': Is a Yes/No column

 

You already have one condition added to your Trigger Condition—add the rest so your flow doesn't trigger unnecessarily. 

 

I believe that you'll need to add a Get Items action to your flow to pull the list of News Agencies so you can return the respective email address(es) based on the selection. 

 

Check out this YT Tutorial for more details on how to add Trigger Conditions to your flow: 4 Ways You Can Use Trigger Conditions in Your Microsoft Power Automate Flow

 

If you are using an Automated Cloud flow trigger in your flow—you need to consider adding trigger conditions.

 

Do YOU 🫵 know what a trigger condition is? Trigger conditions can be set in most flow triggers. These conditions you set must be true for the trigger to fire. In this Power Automate tutorial, I’m going to show you how to use trigger conditions in your flows to control when your Power Automate flows trigger.

 

If your plan has flow run limits—you can avoid triggering your flows unnecessarily by using trigger conditions.

 

I’ll cover four different flow examples that would benefit from trigger conditions:

️ Triggering a flow when a column is changed to a specific value

️ Triggering a Flow When an Event Updated or Deleted

️ Triggering a Flow When a New Folder is Created

️ Triggering a Flow When a Specific Email is Received I’ll also show you a trick on how to easily create the expressions needed and give you a few tips on how to troubleshoot your flow.

 

IN THIS VIDEO:

 Four different flows that would benefit from trigger conditions

 What is a trigger condition?

 How to add a trigger condition to your flow

 How to trigger a flow when a column is changed to a specific value

 How to trigger a flow when an event is updated or Deleted

 How to trigger a flow when a new folder is created

 How to trigger a flow when a specific email is received

 How to troubleshoot a trigger condition

 How to prevent case sensitivity issues with a trigger condition

 How to use the filter array action to easily compose an expression that can be used in a trigger condition

 

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!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

 

Thanks for that @aaeaea !

The good thing is that your mails are already present in the "Contacts" column.

I would suggest you to use the Office365Outlook connector in order to send your mail :

Tristan_D_0-1713545258621.png


It would look like something like that 😉.

Let me know if it helps.

T

Okay thanks, I might need help with these conditions, when I tried this and changed the Send email column to 'Yes' it didn't send the email:

I am using Get Items from the list
flow3.png

This condition
flow4.png
Then Send email v2, with outputs of the get items action, and then To the contacts from the list?
flow5.png

Tristan_D
Helper V
Helper V

Ok, so few things @aaeaea ,

 

You don't need the "Get Items", if you do so, it will not use the item created but rather try to use all the items from the list hence the loop "apply to each".

Remove it and you will be able to use the "Contacts" without it to create automatically a loop 😉.

So step by step : 

  • delete the loop
  • remove the get items
  • add a new action send mail
  • pick the "contacts" from the trigger "when an item is created or modified"


Now regarding the trigger, it should work.... for now remove it to test your flow, we will add it back later on.

Can you do that for me please and then send me back a screenshot of your entire flow and finally the result of the test ?

Thanks.

T

Oh I see that makes sense thanks, I have:

 

  • Deleted loop
  • Removed the get items
  • Added send email to the Yes side of the condition

To test I modified one of the entries for 'AD-37' and it did send an email to me (I put my email in the contact field).

So I guess now I just need to have it trigger when they select 'Yes' on the Send Email column on the list if its an AD-37 or News Release item.

Here is the updated flow

 

flow6.png

aaeaea_0-1713548699583.png

 

aaeaea
Helper I
Helper I

@Tristan_D So I did add this trigger back to the first action

@equals(triggerOutputs()?['body/SendEmail'], true)
But when I check the Yes box on the Send Email column it doesn't trigger the send email

aaeaea_0-1713552392490.png

 

aaeaea
Helper I
Helper I

Okay it all seems to be working now, I swapped the dynamic content in my condition to Request Type value instead of just Request Type and split both of them up into 2 different conditions - 1 for each.

Appreciate the help, I will mark both your replies as solutions 🙂

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