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MTG
Frequent Visitor

Sending invitation with Condition

Hi There,

 

I have a Meeting calendar which have a set of columns and I want to create a flow that create an outlook events that sends an email invitation when an item is created in sharepoint. There are two important columns that are mainly used in the flow which are 'Required Attendees' and 'Optional Attendees'. My problem is with the Meeting calendar is if I have people that are required to attend a meeting however, I don't have an optionals to attend then the flow will not work. The flow have apply to each 'Required Attendees' and inside it Apply to each 'Optional Attendees' and inside it 'Create Event'. In this state of the flow if I create an item in sharepoint and left Optional Attendees empty, then the required attendees will not receive an k email invitation. I have tried to apply a condition that says if 'Optional Attendees' is equal to 'null' then if 'Yes' send an invitation to required Attendees but if 'No'  send to both required and optionals as well. Any help please would be appreciated

 

as reference im trying to achieve what it has been mentioned here: https://powerusers.microsoft.com/t5/Building-Flows/Flow-Condition-If-Field-is-Blank/td-p/91665

1 ACCEPTED SOLUTION

Accepted Solutions
v-bacao-msft
Community Support
Community Support

Hi @MTG ,

 

Do you mean Required Attendees is a required value, but Optional Attendees may be empty?

If so, you could refer to the following method to configure Flow.

  • Initialize two String variables to store Required Attendees and Optional Attendees emails.
  • Configure two Apply to each to traverse Required Attendees and Optional Attendees, and append the email to the variable.
  • Finally, the two variables are respectively configured in the corresponding fields.

Image reference:57.PNG

58.PNG

59.PNG

Please take a try.

 

Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

7 REPLIES 7
v-bacao-msft
Community Support
Community Support

Hi @MTG ,

 

Do you mean Required Attendees is a required value, but Optional Attendees may be empty?

If so, you could refer to the following method to configure Flow.

  • Initialize two String variables to store Required Attendees and Optional Attendees emails.
  • Configure two Apply to each to traverse Required Attendees and Optional Attendees, and append the email to the variable.
  • Finally, the two variables are respectively configured in the corresponding fields.

Image reference:57.PNG

58.PNG

59.PNG

Please take a try.

 

Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hi @v-bacao-msft 

 

You're correct. Required Attendees is a required field however, Optional is not so it can be empty. The flow woked nicely but with one down side. Only one person per Required or Optional field will recieve an email. In Other word, it doesn't matter if Required and Optional fileds were set to or to not allow multiple selection. How can I make the flow send emails to everyone was included in any field.

 

Thank you

Hi @MTG ,

 

According to your initial requirements, these two fields are allow multiple selection, so I have provided such a method.

Why do you to change the type of the field? Solution is to configure Flow according to the type of the established field.

If both fields are not allow multiple selection, then configure Flow directly as follows:

62.PNG

Or you want one that is allow multiple selection, one is not allow multiple selection, you can integrate these two methods.

 

Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Sorry I don't want to change the fields to not allow multiple selection. A meeting will involve a multiple of people to attend. However, the first method if I have like 2 emails in required field, only 1 will receive such an email. I'm new to sharepoint and flow as well but I tested the method twice only one person will receive an email the other one will not.

 

Edit: if I have 2 email in a required filed no one will get an invite. strange!

Hi @MTG ,

 

Could you share the full screenshots of your Flow configuration?

I tested the first method I provided on my side, and all the users added in the item can receive the mail.

63.PNG

Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hi @MTG ,

 

Note that Append to string variable action has a semicolon at the end.

 

Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

@v-bacao-msft 

OMG I didn't paid attention to the semicolon at the end. My bad! That was it. It finally worked. I now can have mutliple people that are required to attend but no Optionals and receive an invites. Also I can now have both Required and Optional and receive an invites. Thank you so much @v-bacao-msft 

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