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JJanssens
Frequent Visitor

Upload and edit a file, send email with file, update file after sending. E-mail sent multiple times

Hello everybody , 

 

i created a flow with following purpose , 

a file is uploaded to a document library , and the user adjusts the file.  ( a delay is configured so the user has time to adjust the file, before the next step in Flow starts ) 

When the user has adjusted the file and the delay is expired, a next step is added to get the file, and get the file properties. 

Some of the files that have been added need to be send by e-mail, others not. I've created a query filter to select the ones that need to be e-mailed in the next step. 

In the library i've also added a column ' e-mail ' which is default set to no , and after sending the e-mail updated to yes. On this value is also filtered (  email equals no )

flow will create an e-mail with the file in attachment. 

e-mail is sent, and value for email is updated from no to yes. 

 

Now this works fine if 1 file is added.

If multiple files are added, within the time frame of the delay, the e-mails & attachments get mixed up, and each e-mail is send out multiple times ( per added file 1 time, so if I ad 3 files with the time frame , each mail is sent out 3 times = 9 e-mails with mixed up attachments .) 

 

How can I configure the set up that each mail is unique and sent out separately ? 

Flow_2.png

Thx!!

1 ACCEPTED SOLUTION

Accepted Solutions
v-alzhan-msft
Community Support
Community Support

Hi @JJanssens ,

 

You could refer to screenshot below to create the flow:

1.png

And please check the column type if the e-mail column, if it is a Yes/No type column, please compare the column with true or false, if it is a single line of text column, you could just compare it with the value in it.

 

Best Regards,

Alice

 

Community Support Team _ Alice Zhang
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-alzhan-msft
Community Support
Community Support

Hi @JJanssens ,

 

Do you want to send an email for each new created file?

Please refer to screenshot below to create the flow:

1.png

 

Best regards,

Alice   

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

Hello Alice,

 

Not for each new created file ,

in my flow i've added an extra step ' Get File Properties ' , in which I filter on certain values. 

For example , there is a column in the library that defines the type of document. This selection is made by the user who uploads the file. 

Uploaded File ' A ' , user sets as type ' Manual ' 

Uploaded File ' B ' , user sets as type ' Invoice ' 

 

The filter in the step " get properties " is set to ' Type eq Manual and E-mail eq No '  

 

After sending out the email with the 'Manual' , the e-mail value is updated to Yes so this doens't match the filter when a next file is uploaded.  The file invoice will not be send since this doenst match the type filter. 

 

Kind regards,

 

Jan. 

JohnAageAnderse
Memorable Member
Memorable Member

Hello @JJanssens 

This will never work! You will always have a conflict between files being uploaded and files being taken for sending by email. Every file that is uploaded will trigger your flow and try to get the same files, those with No in Email! To complicated, simplify it!

 

To simplify it - create another list - "Newly uploaded files" - and use that one to indicate that a file needs to be processed.

Your flow will only register an item in the list "Newly uploaded files" (with appropriate properties so the file can be identified).

Create a recurrent flow that runs every 5-10 min. and takes all items from the list "Newly uploaded files" (to allow your users to finish manipulating their original files, a filter query can be used to take only items created 10 min. before and is marked as processed).

The recurrent flow then sends out the email with all the information about the newly uploaded files. Lastly it updates the same items from the list "Newly uploaded files", marking them as processed - so that you don't process them again! 🙂

 

Just a suggestion, hope this helps you on the way.

Kind regards, John

v-alzhan-msft
Community Support
Community Support

Hi @JJanssens ,

 

You could refer to screenshot below to create the flow:

1.png

And please check the column type if the e-mail column, if it is a Yes/No type column, please compare the column with true or false, if it is a single line of text column, you could just compare it with the value in it.

 

Best Regards,

Alice

 

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

Thanks all for the replies 🙂

Hello @JohnAageAnderse 

I'm looking into this issue again, 

but still something is not 100 % clear, and i'm trying to understand.  You refer to creating an extra list ( document library ? ) for the newly uploaded files. 
How do the files get into this list ? The user uploads the files in the original document library ( " List A " ) and on this list the flow is executed( which is not working, obvisouly 🙂 


I'm really trying to understand your proposed solution since it may help me in many other cases i'm working on as well. 

 

Highly appreciated, 

 

Gr 

Hello @JJanssens 

My suggestion is to use another list, not document library. The other list is only used for tracking the state of the uploaded document in the document library. Let me give you an idea of how it could look like:

Flow.JJansen.process uploaded files.JPG

It all starts with a user uploading a document. This triggers the flow "When a file is created", which creates an item in the list "Newly uploaded files" passing in the filename, the item Id (ID in the document library), and status as uploaded. Created date will be added automatically by SharePoint.

 

A recurrent flow, that runs every 10 min, will get items from the list "Newly uploaded files" using a filter query to only get those that were created more than 10 min. ago and has status as uploaded.

If any are found, an Apply to each loop processes them. Each item is used to Get the file properties of the file in the document library. You then process this file as needed, I just show that an email is sent if indicated that it is needed.

 

Last action that should have been in the loop is to update the item from the list "Newly uploaded files" so that status becomes processed.

Hope the above help you get a clearer picture of my suggestion.

Kind regards, John

 

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