Power Automate Send Outlook Mail

[LxNeomi]

I have created a helpdesk app and a power automate flow using the template of Sharepoint "when an item is created or modified, send an email(V2)". However, I don't want to change the flow recipient everytime i need to send an email to different recipients containing a ticket details. 

I want the receiver of the mail / (To:) to be changed depending on the item selected on a combobox containing a choice column in my SP list named Assign To: . How do i achieve this?

Thank you!

[AJ_vizMan]

Hi @LxNeomi 

You can achieve this by 1. Create Person type column in SharePoint list

1. In PoweApps – add the multi select type combo box  ( in case, it requires to send email to more than 1 person than it will be good option)

1. Inside Power Automate

Select a ‘compose’ action and use below :

In From section :  first(body('Get_items')?['Value'])?['YourSPListColumnName']

Map the SharePoint list column containing email addresses

1. If there is option to select multiple email addresses by user than first step with take it one by one and this step will join the emails with ; operate which acts as a separator for multiple emails inside Outlook.

Now, use above step output in ‘To’ field of outlook email.

[LxNeomi]

Thank you for the fast reply @AJ_vizMan, 

Edit: I dont have an email address column, i use an office365group mail in my app to hide button if they are not inside an admin group. I also disable the allow multiple selection option in person column.

[v-yujincui-msft]

Hi @LxNeomi ,

It sounds like the Assign To column only allows single selection, if the options in this column are different email addresses, maybe you could try as follows:

1. Here is my list.

2. Here is my Flow.

Result Screenshot:

Best Regards,
Charlie Choi

[LxNeomi]

Thanks for the reply @v-yujincui-msft,

My choice column is name of users who have admin priviledges, and im using the Office365Groups Connector to get their email using this code.

If(User().Email in Office365Groups.ListGroupMembers("b4xxxxxx-xxx-xxx-xxxx-xxxxxxxxda1").value.mail, true, false)

Im working on a helpdesk system so the user in the group id above would be able to view extra buttons that shows them all the items of a gallery and to edit a ticket detail.

What steps do i use to send them an email after an item is created or modified that would be assigned to them. And

What would be the steps if i need to send the creator of the ticket a mail after its been modified?

Sorry for the trouble after you have provided a solution.  I really appreciate the community for taking the time to help other users

[AJ_vizMan]

@LxNeomi  - Sorry for interrupting in between but, wanted to share one thing -->

Before initiating email action for every new ticket created or modified - you should consider -  on average how many tickets are expected to be created. If, number is more than 100 per day than you should think about sending email.

High volume of emails might loose relevance of sending emails.

I had similar situation when initially we opted to send emails but, later we dropped to send email on every new ticket creation.

Admin team who need to act on tickets can check the Powerapps and act on the tickets.

I am sharing my experience, you consider your specific requirements and all.

[LxNeomi]

Hi @AJ_vizMan, 

Thank you for the response. Im thinking the tickets created per day would be less than 100, as the project would be first used by office-based users. And if the test run of the project is successful in the office. It would then be implemented to be used by other users outside the office. 

The scenario to be clear would be: 

For the office-based:

When a user has concern, he will create a ticket in the power apps uploaded on MS Teams. Then when the user has finished creating a ticket, an automated flow would send an email to the admin in outlook. After receiving the mail, the admin would solve the concern of the user and add a note to how he solve the concern and close the ticket, then an automated flow would an email to the creator of the user the details of the ticket. 

Aside from the automate flow send mailV2 of outlook. 

For outside the office users:

Same scenario but the admin would assign the ticket to a personnel assigned in the area, receives an email with the details of the ticket. 

Aside from sending emails, is the push notification viable when informing the user about the ticket details?

[AJ_vizMan]

Thanks for detailed explanation @LxNeomi 
I am sure you are using 'Status' column to track current Status of request. If, you are using it than may be you can send the emails for specific Status i.e. if 'Assigned' is a status than you can trigger email only when ticket is 'Assigned' - it will send email to those who need to work on the ticket.

You can think more about your case.

Push notification might be an option but, it will be more relevant for people who are dedicated for admin role only not involved in other projects. 

You need to decide on the requirements and other things. You can ask the same to stakeholders for whom you have created the app.

[LxNeomi]

Hi @AJ_vizMan,

Thank you for the response. I see. My defaultselecteditem in combobox for the status is "Pending", so the other personnel can change it. 

I used the template and modified it. Besides from manually typing the email address in the 'To:' , i can see "Created by Email" (user who created this item) and "Modified by Email" (user who last changed this item) in the Dynamic content. What do i need to be able to use the 'Assign To:' column as the recepient of the the email. 

From what you said about push notification, I can use it to inform the user that the ticket is completed. If I used the Click Power Apps button to send a push notification template. How do I configure this to just send a notif when the ticket is marked as "Closed" ?