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RMaxwell
Helper I
Helper I

Setup recurring email that counts the items in a sharepoint list

I am not sure if this is something that can actually be accomplished; I would like to send an email, giving a summary count of my SharePoint list.  It would look something like the following (does not need to look like my example if there is a better way to show it):

 

Parent HubPower TypeItem Count
850  
 

AM

*Count of AM items for 850*
 PM*Count of PM items for 850*
 TEAM*Count of TEAM items for 850*
923  
 AM*Count of AM items for 923*
 PM*Count of PM items for 923*
 TEAM*Count of TEAM items for 923*

 

 

 

RMaxwell_1-1673481010115.png

 

I wanted the summary in the body of an email that would send out automatically at the beginning of every week.

 

4 REPLIES 4
grantjenkins
Super User
Super User

Hopefully this is what you're looking for.

 

For this example, I'm using the following SharePoint List.

grantjenkins_0-1673484830557.png

 

See full flow below. I'll go into each of the actions.

grantjenkins_1-1673484864290.png

 

Recurrence is set to run daily.

grantjenkins_2-1673484971301.png

 

Get items retrieves the data from our List.

grantjenkins_3-1673485011174.png

 

XML is a Compose that converts our data from Get items to XML so we can use XPath expressions to count the number of items. Note that it also adds a root node to ensure it's valid XML. The expression used is:

xml(json(concat('{"root": { value:', outputs('Get_items')?['body/value'], '}}')))

grantjenkins_4-1673485109111.png

 

Initialize variable creates an empty array variable called data. This will eventually contain all the objects we create for our HTML table.

grantjenkins_5-1673485167596.png

 

Select gets each of the Hub Parent values so we can loop through each one to build up our objects. Note that I've used Text mode for the Map (see arrow on screenshot below).

grantjenkins_6-1673485328723.png

 

Apply to each needs to iterate over each of the Hub Parent values, but we firstly need to remove any duplicate values from our Select. We also want to sort them in alphabetical order. To do this we can use the following expression.

union(sort(body('Select')), sort(body('Select')))

grantjenkins_8-1673485698960.png

 

The 4 x Append to array variable actions build up each of the objects that will be used to build the HTML table. I'll go into each one.

 

Append to array variable Hub stores the current Parent Hub which is stored in the Current Item. The expression used to build the object is:

{
    "Parent Hub": @{items('Apply_to_each')},
    "Power Type": "",
    "Item Count": ""
}

grantjenkins_9-1673486263395.png

 

Append to array variable AM uses an XPath expression to retrieve the count of AM items. The expression used to build the object is:

{
    "Parent Hub": "",
    "Power Type": "AM",
    "Item Count": @{xpath(outputs('XML'), concat('count(//root/value[ParentHub/Value="', items('Apply_to_each'), '" and PowerType/Value="AM"])'))}
}

grantjenkins_10-1673486366109.png

 

Append to array variable PM uses an XPath expression to retrieve the count of PM items. The expression used to build the object is:

{
    "Parent Hub": "",
    "Power Type": "PM",
    "Item Count": @{xpath(outputs('XML'), concat('count(//root/value[ParentHub/Value="', items('Apply_to_each'), '" and PowerType/Value="PM"])'))}
}

grantjenkins_11-1673486427403.png

 

Append to array variable TEAM uses an XPath expression to retrieve the count of TEAM items. The expression used to build the object is:

{
    "Parent Hub": "",
    "Power Type": "TEAM",
    "Item Count": @{xpath(outputs('XML'), concat('count(//root/value[ParentHub/Value="', items('Apply_to_each'), '" and PowerType/Value="TEAM"])'))}
}

grantjenkins_12-1673486485011.png

 

After the Apply to each is completed, we should have all our data stored in our data array.

 

 

Table Style is a Compose that contains some styling to ensure the HTML table looks nice when we send it via email The CSS (Style) used here is below:

<style>
    table {
        border-collapse: collapse;
    }

    table td,
    table th {
        border: 1px solid #ddd;
        padding: 6px 20px;
        text-align: center;
    }

    table th {
        background-color: #1C6EA4;
        color: white;
    }
</style>

grantjenkins_13-1673486625875.png

 

Create HTML table uses the output from our data array.

grantjenkins_14-1673486666674.png

 

Send an email contains both the Table Style and Create HTML table output.

grantjenkins_15-1673486705676.png

 

After running the flow, we should receive an email that looks like the following:

grantjenkins_17-1673487080374.png


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RMaxwell
Helper I
Helper I

@grantjenkins Your example here worked perfectly, but I failed to mention one other thing I need.  The email would be sent to a name in a column (Person Field) within the list.  I tried setting up a 'Select' and a 'Compose" to get the list of names to email and union to remove duplicates after the create HTML table step.  I am missing something.

 

RMaxwell_0-1674081394721.png

 

RMaxwell_1-1674081407137.png

RMaxwell_2-1674081447465.png

 

You almost got it.

 

See example flow below. I'll go into each of the actions.

grantjenkins_0-1674718133104.png

 

Get items retrieves our items.

grantjenkins_1-1674718178689.png

 

In the Select we need to get the emails, not just the entire Person object. In my list, I have a Person field called Owner.

grantjenkins_2-1674718255137.png

 

Compose uses union to remove any duplicates, then join to join each of the emails, separated with a semi-colon which we need for our Send an email action. The expression used is:

join(union(body('Select'), body('Select')), ';')

grantjenkins_3-1674718451521.png

 

Send an email then uses the output from Compose.

grantjenkins_4-1674718508914.png


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If I've answered your question, please mark the post as Solved.
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@grantjenkins So I am having an issue where the Get Items we have at the very beginning is not pulling the "Owner Email" as an option under dynamic content.  I had added in the Select2 and Compose2 just after the Create HTML Table step.  Am I missing something?

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