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kharris1
Level: Powered On

Using Flow to send an email summarizing SharePoint articles?

Hello,

 

I'm new to Flow and am struggling a bit.  I’m hoping one of you talented folks might be able to help out. 

 

In summary, I am trying to create a Flow that would send a reoccurring (weekly) email to users that summarizes the new articles we have recently posted on SharePoint 365.  It seems like this should be easy but I cannot figure it out. 

 

Some additional requirements:

  • At minimum, the message needs to list out the titles to the new articles posted on our SharePoint along with a link to view the article.
    • I do not want to include the full message.  This would make the message too long plus we are trying to direct users to the site for tracking purposes.
    • It would be nice to include some other attributes (e.g. created by) but this is not necessary.
  • I also need to be able to filter the articles included.  I created a column for user type and each article that is posted indicates which user type(s) it is for.  Rather than send everyone all articles, I want to only send them what is relevant to their user type. Side note, I’m not sure if this helps or not, but I did create a separate view for each user type so I’m not sure if we could pull from here and not have to filter?
  • Ideally, I would like to send the message on behalf of a generic mailbox, not from my profile.
  • Ideally, we would be able to group/sort the articles.  I have a priority field that I created so I would group/sort by priority and then sort by date.

 

So far I have tried the following:

  • I found a template called "send a customized email when a new file is added" and tried to start with that.  I got the email message working and was able to send it from the generic mailbox.  However, I could not figure out how to change the trigger so that it would be a weekly summary and not every time something is added.
  • Next I tried to build my own. 
    • I started with Recurrence and was easily able to set that to weekly.
    • Next I tried to find a way to pull in the article information.  After much search I tried “Get files (properties only)” and I think this should work.
      • For this I was able to find the correct Site Address but the only option for Library Name was Documents and I want to reference Site Pages.  I tried manually entering it but it didn’t like that.  I eventually ended up copying over the Library Name that was appearing on the first flow I created and I think that might have worked. 
      • There were options to Filter Query and Order By so I think these could help meet my requirements but I decided to hold off on playing around with this until I got the rest figured out.
    • Next, I tried to push this information into an email.  This is where I got hung up.  I couldn’t figure out how to copy over the information from the 2nd step.  I tried to mimic the logic of the first flow “Send an email” but I ran into issues because then it would be sending a separate email for each article.  I cannot figure out how to send all of the articles in one email. 

 

Thank you for your help!  Any ideas you can provide would be much appreciated.

1 ACCEPTED SOLUTION

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rogrimbe
Level: Powered On

Re: Using Flow to send an email summarizing SharePoint articles?

Hi kharris1, 

 

you are doing good. 

just make use of the var very useful feature. initialize a string var and do the loop on him always appending the data you need 

after that you can send it once in one email 

hope this helps a bit and if you need further information just ask 

 

var.JPG

3 REPLIES 3
Highlighted
rogrimbe
Level: Powered On

Re: Using Flow to send an email summarizing SharePoint articles?

Hi kharris1, 

 

you are doing good. 

just make use of the var very useful feature. initialize a string var and do the loop on him always appending the data you need 

after that you can send it once in one email 

hope this helps a bit and if you need further information just ask 

 

var.JPG

kharris1
Level: Powered On

Re: Using Flow to send an email summarizing SharePoint articles?

Thank you so much for your help!  I'm still playing around with this but I think it should work. 

Super User
Super User

Re: Using Flow to send an email summarizing SharePoint articles?

Hi @kharris1 I wrote this blog article a while ago, see if this answers some of your questions. If not, I'll be happy to answer anything.

 

https://collab365.community/using-flow-sharepoint-news-notifications/





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