cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
tested1
Helper V
Helper V

Get certain items in a SharePoint List and send an email

Hello!

 

My scenario is as follows:

  1. I have a sharepoint list and one column is 'Status' 
  2. I want to set up a 'check' at say the end of the day so to start with set a delay of say 12 hours or pick a time to start this check
  3. Flow would then check this sharepoint list, and any item which has the 'Status (column name)' 'Pending (DEFAULT column value)' would be sent in one email to someone.

Is this possible to do? Atm I have made it so it will send individual items but not the whole list

 

My flow atm is for one item and is very brief (see pic). I need to figure out the step of getting all items but only get the items whos status' are set to the default value of Pending. If it helps my status column will have 3 statuses but Pending is the default value

 

And then send all these items in a table or whatever format is best to one person

 

Thank you!!!image.png

33 REPLIES 33
rebeccas
Community Champion
Community Champion

If it were me I would just add in a Condition below that which looks for only items in your list with a 'Created' Date of today. You can probably also do it in the 'Filter Query' but because it will be a limited amount already by this point I would just do a Condition below.

Thanks @rebeccas 

 

That could work..What would I put in the condition to only get items created today?

 

Created is equal to Today ? Can I put in a time if I wanted so only items created before say 12am as it is a time based trigger?  (See pic below)

 

image.png

rebeccas
Community Champion
Community Champion

For today would be utcNow(). You can do it with just date or with time too...you will just have to make sure they are formatted the same. 

 

I have one that does just date (put in the expression box) that is:

 

formatDateTime(items('Apply_to_each')?['Created'],'yyyy-MM-dd') 

is equal to

formatDateTime(utcNow(),'yyyy-MM-dd')

 

So the first is looking at my SPList and pulling the Created date and the second is looking for todays date. If you format to include time then that could be added in too. To figure out what you want for the part that looks at your created date I normally just click on it from the Dynamic content first and then hover over it to see what that says and then put that where I have the "items('Apply_to_each'?['Created']" above. 

 

I didn't test it but this looks right and should be the one to include time:

 

'formatdatetime(triggerBody()?['EndTime'],'yyyy-MM-ddThh:mm:ss')'

Thanks @rebeccas ]

 

Where would the conditon go

 

Recurrence -> Condition -> Get items -> Compose -> Send email?

rebeccas
Community Champion
Community Champion

If you already have a Condition in there you could just add in another row on it and put it there.

 

What is your Condition looking for already?

Hello @rebeccas 

 

ATM The trigger is a 'recurrence' so the flow can be explained as follows:

 

1) Once per day, there is a recurrence checker (at the end of the night 11:54 am) 

2) This will check my SharePoint list and all items with the status 'Pending' that were created on that day means something has gone wrong

3) So the the get items will be used and the condition if they were created today will be satisfied

4) use compose to get number of items with status pending and created today / before 11:54 am and send an email to someone

 

For now if the condition is if the item was created today then it should be ok as I can scheudle the recurrence at 11:54am?

 

Does this make more sense? 

rebeccas
Community Champion
Community Champion

It will allow you to do any time you need. 

 

I think you should be good...Im not spotting any issues right off. Give it a test and see.

hi @rebeccas 

 

Any idea whats wrong here? Got the erro tempalte validation failred 

 

image.png

rebeccas
Community Champion
Community Champion

Your condition has to be below Get items or it won't know what it is referring to.

I seem to get the same error '

The template validation failed: 'The repetition action(s) 'Apply_to_each' referenced by 'inputs' in action 'Condition' are not defined in the template.'.
 
My conditions are:
formatDateTime(items('Apply_to_each')?['Created'],'yyyy-MM-dd') = 
formatDateTime(utcNow(),'yyyy-MM-dd')
rebeccas
Community Champion
Community Champion

I think that I misspoke about being able to add in a Condition, it is not an option because your count is being generated off the number of "Get items" so you will have to get all your filtering in there in the Fitler Query part. 

 

You can do multiples there by just putting an and in between.

 

Capture2.JPG

 

This is an example of doing it for the status Open and Created today. If you are wanting more specific times for your date I am not 100% sure on that you might just look at some of the Expression options and see if you spot one that includes that...I know there is one that mentions Hour but I havent' tried it yet.

 

Mine that here is : startOfDay(utcNow(),'yyy-MMM-ddTHH:mm:ssZ')

 

 

Hello @rebeccas 

 

Any idea why I am getting this error? 

 

My filter query formula is 

startOfDay(utcNow(),'yyy-MMM-ddTHH:mm:ssZ')
 
Anf compose is
length(body('Get_items')?['value'])
 
When I click test/run on the recurrence I get the bad request error. I will remake it and see. The flow works without the startofday formula so just get items but shows all get items from every day. So issue is with the created today formula it seems
 
image.pngimage.pngimage.png
rebeccas
Community Champion
Community Champion

If you just added in the part about the time you will have to redo any items that refer to it because of your changes...I don't know why exactly but you do. 

 

Try building it from scratch exactly the same or at least redo the code for everything below your 'Get Items' and see if that does the trick. It is annoying but I have had that happen to me several times.

 

Rebecca

 

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (4,608)