cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
rwittels
Responsive Resident
Responsive Resident

Birthday email listing all birthdays in a single email

There are many tutorials and templates explaining how to send out an email to someone on their birthday. We prefer to send a single email out to the company listing all people who are celebrating their birthday on that day. I found this great template: Send wishes to employees by email as per the birth date in SharePoint list but I would like to know how to list the names of all the people celebrating birthdays in the body of the email. The email would then go out to the same distribution list each day. So instead of "Happy Birthday FirstName" I would prefer, "We would like to wish the following people happy birthday today:" and then list the full names.

2 ACCEPTED SOLUTIONS

Accepted Solutions
manuelstgomes
Community Champion
Community Champion

Hi @rwittels 

 

Sure let's do this :).

 

You can start with the same template. Remove the variables from the send email and put it outside the "For Each". Then add a variable and, in the place where the "Send Email" was put, an append variable with the person's name. Where you see "<name>" you should put the value that comes from your SharePoint. the "<br>" is to have one name per line. The result is like this (2 prints because the Power Automate would not fit in the same print).

Screenshot 2021-02-01 at 16.28.52.pngScreenshot 2021-02-01 at 16.28.47.png

 

Can you please check if and let me know if you have any questions?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

View solution in original post

manuelstgomes
Community Champion
Community Champion

Hi @rwittels 

 

How many rows you have on that list? Please note that the "Get Items" only returns the first 100, so the people that have birthdays may be outside that range.

 

I would recommend the following:

1. Add a sort in your "Get Items" by the birthday Date. You can check the name of the field when you run in the outputs section. The expression should be "Date asc" in the "Order By". 

2. Limit to 50. I don't think you would have 50 people with the birthday the same day, and then you'll fetch less data making your Flow faster. If you think the number is lower, you can define a lower number. 

 

Here's what to to do:

Screenshot_2021-02-04_at_07_57_41.jpg

 

Fetch the information from the last run:Screenshot_2021-02-04_at_07_58_32.jpgScreenshot_2021-02-04_at_07_58_42.jpg

 

Copy the name exactly as you find it in the text. Some lists have spaces and other characters, so it's important to use the name that you find there so that the sort will work..

 

Can you please check if and let me know if you have any questions?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

View solution in original post

23 REPLIES 23
manuelstgomes
Community Champion
Community Champion

HI @rwittels 

 

You need to adapt a little to the strategy. Currently, the strategy is:

  1. Fetch all birthdays
  2. Loop all of them
  3. For each, send an email.

 

What you need to do is the following:

  1. Create a variable that is the "body" of the text
  2. Fetch all birthdays
  3. Loop all of them and add them to the variable
  4. Outside the loop, send one email with the body that you created.

 

Can you please check if and let me know if you have any questions?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

Thank you. This makes perfect sense. I am new to Power Automate so any guidance on how to actually do this would be appreciated.

manuelstgomes
Community Champion
Community Champion

Hi @rwittels 

 

Sure let's do this :).

 

You can start with the same template. Remove the variables from the send email and put it outside the "For Each". Then add a variable and, in the place where the "Send Email" was put, an append variable with the person's name. Where you see "<name>" you should put the value that comes from your SharePoint. the "<br>" is to have one name per line. The result is like this (2 prints because the Power Automate would not fit in the same print).

Screenshot 2021-02-01 at 16.28.52.pngScreenshot 2021-02-01 at 16.28.47.png

 

Can you please check if and let me know if you have any questions?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

You have been very helpful. Thank you. I will try this solution.

 

UPDATE: The flow doesn't work correctly. I receive an email with only the first name that matches. There should be 4 more names in the list. The other problem is that I receive the email constantly until I cancel the test. I received the mail about 30 times before I cancelled the manual test. Do I have to tell it to only send once or is it a loop issue?

Here is my flow:

Flow.jpg

manuelstgomes
Community Champion
Community Champion

HI @rwittels 

 

Can't see correctly in the print you shared, but is the "Send an email" outside the "Apply to Each"?

This is the only thing that would explain just one name and several emails.

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

I moved the email below Append to string variable, inside Apply to each. I only receive one email now but with only one name. The flow fails with this error though: "Action failed. An action failed. No dependent actions succeeded." All components have green ticks though.

rwittels_0-1612267976491.png

manuelstgomes
Community Champion
Community Champion

Hi  

 

No, I mean moving the "send email" entirely outside the "Apply to Each.

 

The reason is that you're fetching one person, appending it, and sending the email. You need to fetch one person and append (inside the apply to each) and then outside send only one email with everything.

 

If I have answered your question, please mark your post as Solved.

If you like my response, please give it a Thumbs Up.

Cheers

Manuel

 

OK. That's how I had it but the mails kept coming. I moved the email output back to where it was but now I get this "Action failed. An action failed. No dependent actions succeeded." No idea what's wrong. I am going to build the flow from scratch and see what happens.

rwittels
Responsive Resident
Responsive Resident

This is so strange. I have not changed anything but I keep getting "ActionFailed. An action failed. No dependent actions succeeded." on the Apply to each step. I will look up the error. I don't know what has changed.

rwittels
Responsive Resident
Responsive Resident

I am getting this error:

Unable to process template language expressions for action 'Condition' at line '1' and column '14693': 'In function 'formatDateTime', the value provided for date time string '13/05/1977' was not valid. The datetime string must match ISO 8601 format.'.

My sharepoint list dates are formatted as dd/mm/yyyy and the conditional expression in the flow is

formatDateTime(outputs('Compose'), 'MM-dd') is equal to formatDateTime(utcNow(),'MM-dd')

Could my problem be with the date format in my list or can I change the conditional statement to match my date format?

rwittels
Responsive Resident
Responsive Resident

OK. I think I resolved the date issue by applying the ISO 8601 format to my date column. The flow runs and succeeds without errors:

FlowSuccess.png

The big problem is that I am getting no names returned in the email. The one name that appeared to be matching the date and returning as a result was at the top of my SharePoint list. I moved it to the bottom of the list so that the top record is not a date match. The Birthdays string is empty. Does this mean that it is not looping through the list and only checking the first record in the list?

rwittels
Responsive Resident
Responsive Resident

I ran it again this morning. It sent a mail with one name again.There should have been 3. The name it added was the first date match for today. The name was also in the middle of the list so it is not a top of list issue. The flow is obviously not appending Titles from subsequent date matches to the Birthdays string variable.

rwittels
Responsive Resident
Responsive Resident

Have read a lot on this today. Still no solution though. A few articles suggest that I should be composing the Birthdays variable prior to sending the email. I tried this inside the loop and outside but nothing changed. Other articles speak about using the JOIN or CONCATENATE expressions but I think that applies more to arrays. I'm really stuck here. No idea.

rwittels
Responsive Resident
Responsive Resident

I have read many articles on this and it appears that appending in a loop just does not work. Unless someone reads this and has a solution, I will take it that Power Automate is the wrong platform to configure this type of flow.

manuelstgomes
Community Champion
Community Champion

Hi @rwittels 

 

How many rows you have on that list? Please note that the "Get Items" only returns the first 100, so the people that have birthdays may be outside that range.

 

I would recommend the following:

1. Add a sort in your "Get Items" by the birthday Date. You can check the name of the field when you run in the outputs section. The expression should be "Date asc" in the "Order By". 

2. Limit to 50. I don't think you would have 50 people with the birthday the same day, and then you'll fetch less data making your Flow faster. If you think the number is lower, you can define a lower number. 

 

Here's what to to do:

Screenshot_2021-02-04_at_07_57_41.jpg

 

Fetch the information from the last run:Screenshot_2021-02-04_at_07_58_32.jpgScreenshot_2021-02-04_at_07_58_42.jpg

 

Copy the name exactly as you find it in the text. Some lists have spaces and other characters, so it's important to use the name that you find there so that the sort will work..

 

Can you please check if and let me know if you have any questions?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

This works! However, "Top count" is "Total number of entries to retrieve", so I set that to my list length which is 390 and the email returns all the correct names for the day. When I set Top count to 100 initially, it only emailed 2 names which were within the first 100 records on my list.

I can confirm that this now works and I have marked it as the solution. Thank you. I have learned a lot.

 

manuelstgomes
Community Champion
Community Champion

AWESOME 🎉

almapete21
Helper II
Helper II

Hi. I have been using this one and I only have one problem: it still sends me an e-mail even if no one in the SharePoint List has a birthday on that day. Is there a workaround where it will only send an email if someone in the List has a birthday? Hoping this would be noticed. 😢

Hi. I solved this by checking whether the Birthdays string has any content in it (length is greater than 0). Add a condition right at the end and only send an email if the length of the Birthdays string is greater than 0.

Condition.jpg

Helpful resources

Announcements

Summer of Solutions | Week 3 Results | Win free tickets to the Power Platform Conference

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22  

Copilot Cookbook Challenge | WINNERS ANNOUNCED | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge random winners have been selected for the Challenge.  Thank you to everyone who participated in this challenge.    Copilot Cookbook Gallery:Power Apps Cookbook Gallery: 1. @swaminawale  1. @renatoromao     2.  @SpongYe  2.   @nickpotts10  *Please note if for any reason a winner declines, we will have another random drawing.   Check out all of the Cookbook Submissions: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30WINNERS ANNOUNCED - JULY 8th     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge. Early Bird Submissions: @renato Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  n/a2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a     Week 3 Results:  Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Parul_Yadav_Neo1. n/a2. SpongYe2. n/a3. n/a3. n/a4. n/a4. n/a5. n/a5. n/a   Week 4 Results:  Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. @nickpotts10  1. @ShrushtiShah  2. @Suniti_0020 2. @swaminawale 3. n/a3. @farukhis786 4. n/a4. @ManishSolanki  5. n/a5.  n/a

Important Update for Community Platform Access | READ ONLY July 16-22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Tuesday Tip | How to Become a Community Blog Author

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   This Week's Topic: How to Become a Community Blog Author We want YOU to be part of the community blog! Sharing your knowledge of Power Platform is an essential part of our community! Here's why:   It helps create a vibrant and dynamic community of makers who can learn from each other’s experiences and insights.It provides a platform for collaboration and innovation, where members can share their ideas and work together to develop new solutions.It helps promote Power Platform by showcasing its capabilities and real-world applications.It helps build trust and credibility in the community because you are providing valuable information and resources your fellow community members can use to improve their skills and knowledge. By sharing your knowledge of Power Platform in the community blog, you help us create a more engaged and informed community, better equipped to tackle complex challenges. To get started with blogging across the Power Platform communities, please visit the following links:   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studios: https://powerusers.microsoft.com/t5/Power-Virtual-Agents-Community/bg-p/PVACommunityBlogPower Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for a button like the one below on the right rail of your community blog, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!  

June 2024 Community Newsletter

It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Top Solution Authors
Users online (2,257)