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BDG2017
New Member

Sharepoint-Adding email flow from a list

Hello-

I cannot seem to find an answer to what I am trying to do, which I believe is a simple request. I have a SharePoint sub site that has a list section for News/Announcements. All I want to do is setup an email to go out whenever an item is added to this section. I would like the email to be sent from another list called "employee list."  So basically, I want any changes made to the News/Announcements list to trigger an email that is being pulled from another list called "Employee List:," which only has two columns: Name & email address. This seems pretty simple to me but I can only find things written about emailing the owner of the "news/announcement" list. I want to do it this way because not all users who can view the site actually have email addresses where they need to login. Can someone please provide me a step by step? Please help, I'd really appreciate it. I'm very new to power automate so please be gentle. Thanks in advance.

1 ACCEPTED SOLUTION

Accepted Solutions
miguelcas
Microsoft
Microsoft

Hello @BDG2017 

 

First, the email is going to be sent from the connection you are using in the action.

miguelcas_0-1638996760535.png

 

Second, we are going to rename the actions to get clear from where dynamic content is coming.

 

 

miguelcas_1-1638997000141.png

 

 

Third, Dynamic content are like variables that are named as your columns from your lists. Like Email Address from the Employee List and Title from the News/Announcements List. If you want more data, you need to add a column to one of your lists. 

 

miguelcas_6-1638997483613.png

 

miguelcas_3-1638997150341.png

 

To sent the email to all employees that are in you employee list we need to put in that field the Email Address as Dynamic Value from the Get Items action.

 

Remember that in Get Items action we are calling the employee list.  Blue one for the Site address where it's located your list and the Red one the name of your List that should be Employee List

 

miguelcas_5-1638997343891.png

 

Fourth, To sent the email with the Title of the new announcement just look at the dynamic content and retrieve the Title  under the "When an item is created" (Where we are calling the New/Announcements List) trigger.  Basically we are getting the title of the new New/Announcement as a dynamic value.

Pay attention about the Header When an item is created, all the values below that are from that action.    

 

miguelcas_7-1638998007593.png

 

Fifth, 

 

you can set the body of the email as you want just typing text and if you want to retrieve some dynamic data from the lists just look for the dynamic content again. 

 

miguelcas_8-1638998307178.png

 

At the end if you want to insert a link to the New/Announcements List follow the next steps 

 

miguelcas_9-1638998429840.png

 

miguelcas_10-1638998495223.png

 

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

 

 

 

 

 

View solution in original post

14 REPLIES 14
miguelcas
Microsoft
Microsoft

Hi @BDG2017

 

I'm going to assist you with your issue. Please, Can you share a screenshot or example of your  News/Announcements List on SharePoint to give to you an specific example of what your are trying to do. 

 

I will be so happy to help you! 

Community Support Team - Miguel Castro.

Thank you. I will try to show you here:

I want to have a list of people emailed when something new is added to this list (section):

News/Announcement SectionNews/Announcement Section

I want to be able to use this list, called "employee list" to email the users on that list:

Employee ListEmployee List

The list has two columns, "employee Name" and "Email address"

Employee List ColumnsEmployee List Columns

Seems pretty straight forward, but I have no idea how to set it up. I have never used power automate. Thanks for the help.

 

miguelcas
Microsoft
Microsoft

Hi @BDG2017 

 

Here is a way to sent the email to every one on your list when a new Announcement is created. 

 

1. We will create a automated cloud flow that will be trigger by a new item created on your News/Announcement List. First in the trigger set up your site address and the List name from the dropdowns. Second, we need to retrieve the emails from the the other List that in your case its called Employee List, so add a Get Items action and set the Site Address and List name from the dropdowns.   

 

miguelcas_1-1638914398026.png

miguelcas_2-1638914418961.png

 

 

2. Add an Apply to each loop that will go through every single row in your Employee List in order to get the emails and sent to them the notification. 

 

miguelcas_3-1638914542913.png

 

*The input for the Apply to each loop should be the value from the Get Items action. 

*The Email to field should be the email from the value. In the running time Value would be every single row with the name and the employee email from your Employee List. 

*The body section you can write your email as you want and retrieve information from the trigger like the Title and some other that you will have un your News/Announcements List.

 

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

 

 

 

Thanks for the step by step. Can you elaborate more on the last steps for the email? You said:


 

 

miguelcas_3-1638914542913.png

 

*The input for the Apply to each loop should be the value from the Get Items action. 

*The Email to field should be the email from the value. In the running time Value would be every single row with the name and the employee email from your Employee List. 

*The body section you can write your email as you want and retrieve information from the trigger like the Title and some other that you will have un your News/Announcements List.

 


 I just did this, which is what you had in your screenshot, am I supposed to be adding something specific here? If so, can you please specify with an example? I couldn't locate the "Date" content that you had in the body so I left it out. Also, I could only find "Email Address" and not "Email" which you had in your example. Just not sure if I should have specific content in addition to that:

Notification FlowNotification Flow

I tested it and it ran successfully. However, the notification came from my own email address, which I don't really want. I would also want to have it add the title of the news announcement automatically. It looked like this:

Flow email notificationFlow email notification

If you set up the alerts from the built in alert button, the email looks more pleasing and user friendly, and also looks like it comes from the sharepoint site by the sender info:

Auto Alert Email NotificationAuto Alert Email Notification

What can I do, specifically, to get the notification to look more like the above notification? I really appreciate the help with this since I do not have any experience yet in setting flows up.

 

miguelcas
Microsoft
Microsoft

Hi @BDG2017

 

miguelcas_0-1638981135600.png

 

 

This type of data It's called Dynamic Content and It's going to take the values from your tables or lists. In my case I have a column in my test list that has a date. So, Dynamic Content it's going to have. in your case, the names of the columns that you have. 

 

At the email body, you can set up the email as you want and adding the Dynamic Content to reach data from your list. 

 

If the email it's just sent to you It means you are picking the Dynamic Content that its not from the Get Items action or you have in the list you set up in the action that email. 

 

Here are some examples of how to use Dynamic Content. Please take a look of this links. 

 

Get started with Power Automate - Power Automate | Microsoft Docs

Power Automate Dynamic Content Overview - Enterprise DNA

 

Also take a look of the following video link to learn a Littlemore about Power Automate 

Power Automate flow HTML Table Formatting in Email | Flows & SharePoint - YouTube

 

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

Thanks for the links but I'm asking you for specific steps for what I want to do. I explained exactly what I have and the results I am looking for. Can you not replicate it? It's hard from someone to take what you are saying into a real world example without knowing what its supposed to look like. Your last screenshot doesn't look any different from what I asked you to elaborate on with examples. When you select "Value" in the to field, am I supposed to be adding other content next to it? Do you know what I'm asking? You talk about adding dynamic content but I don't know what that is supposed to look like in my use case. I've tried to look through a bunch of other examples, I've read countless articles,  but I'm not fully getting it. I just would really appreciate an example using my data which I've provided. Is this not possible?

miguelcas
Microsoft
Microsoft

Hello @BDG2017 

 

First, the email is going to be sent from the connection you are using in the action.

miguelcas_0-1638996760535.png

 

Second, we are going to rename the actions to get clear from where dynamic content is coming.

 

 

miguelcas_1-1638997000141.png

 

 

Third, Dynamic content are like variables that are named as your columns from your lists. Like Email Address from the Employee List and Title from the News/Announcements List. If you want more data, you need to add a column to one of your lists. 

 

miguelcas_6-1638997483613.png

 

miguelcas_3-1638997150341.png

 

To sent the email to all employees that are in you employee list we need to put in that field the Email Address as Dynamic Value from the Get Items action.

 

Remember that in Get Items action we are calling the employee list.  Blue one for the Site address where it's located your list and the Red one the name of your List that should be Employee List

 

miguelcas_5-1638997343891.png

 

Fourth, To sent the email with the Title of the new announcement just look at the dynamic content and retrieve the Title  under the "When an item is created" (Where we are calling the New/Announcements List) trigger.  Basically we are getting the title of the new New/Announcement as a dynamic value.

Pay attention about the Header When an item is created, all the values below that are from that action.    

 

miguelcas_7-1638998007593.png

 

Fifth, 

 

you can set the body of the email as you want just typing text and if you want to retrieve some dynamic data from the lists just look for the dynamic content again. 

 

miguelcas_8-1638998307178.png

 

At the end if you want to insert a link to the New/Announcements List follow the next steps 

 

miguelcas_9-1638998429840.png

 

miguelcas_10-1638998495223.png

 

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

 

 

 

 

 

View solution in original post

Thank you for getting back to me on this. This is what I was having trouble understanding: When you click on an input box to enter dynamic content, I didn't see the different sections when the list of choices was long. Here is an example which I shortened the list so you can see:

Dynamic Content SectionsDynamic Content Sections

I get that part now. The only other thing I'm having trouble with is when you click to add the link. It doesn't show up at all in my email. It only has what I typed in the body of the email and the title of the news article:

Just shows title and what i typed in body. No linkJust shows title and what i typed in body. No link

I can get it to show up if I add the dynamic content "Link to item." However, it really doesn't look good being so long:

Long URLLong URL

Do you know what I can do to get the link to show up by the method you showed?

 

 

miguelcas
Microsoft
Microsoft

Hello @BDG2017 

 

You should be able to add the hyperlink with this step 

miguelcas_2-1639001872460.png

 

Clicking the link icon at the right corner will let you enter the title and the link target. For the link target copy and paste it as a URL because this part does not accept dynamic content . Then click add an should look like the image at the bottom of the email body.

Yes, that is how I was doing it but nothing is showing up when I do that. I had added what the email looked like with it missing. Any ideas on what could be causing that?

miguelcas
Microsoft
Microsoft

ok we can try the following 

*Save the flow and reload the page

*Eliminate the send email action an add it again.

*Click in the email body and add the link again. 

This should work.

I saved the flow and reloaded the page. I deleted the "send an email (V2) action and re-added it. Then added the content and the link again. Still, it sent the email without the link:

 

Missing linkMissing link

I unchecked the box "open link in new window" and it worked:

 

Link Worked NowLink Worked Now

miguelcas
Microsoft
Microsoft

Hi! @BDG2017 

good news!

Please consider Accept as solution to help the other members find it more quickly.

 

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.

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