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Tosyn_88
Helper I
Helper I

How to send multiple List Items in single email?

Hi Flow Community,

 

I have been trying to create a flow which will allow me to notify users when a task date is due.

So far, i have managed to create a condition which knows to send an email alert to the assignee when the date is due.

 

However, i have recieved feedback that users may prefer to have all due task in a single email because they do not want to receive an email for every single due item on the list.

 

So i ask Power Community, does anyone know how to set a step which picks all due task for specific assignee on the list and arranges them into an email?

 

Any form of help would be appreciated.

Thanks,

Tosin

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-yamao-msft
Community Support
Community Support

Hi @Tosyn_88,

 

You could use Create HTML table action to send emails that contain a full list of all the items from a previous step.

 

Please take the following flow configuration for a reference:

1.PNG

 

>Under the Get items action, adding the action Create HTML table. You could customize the columns with Custom enabled for the Columns field.

 

>In the Send an email action, select the dynamic content Output from the Create HTML table action, then enable Yes for the Is HTML field.

 

Please take a try with it on your side.

 

 

Best regards,

Mabel Mao

Community Support Team _ Mabel Mao
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

Hi @Anonymous @GabrielStJohn @v-yamao-msft

 


@Anonymous wrote:

Hi,

 

I was wordring if you have got response on this, as I am facing the similar problem.

 

I want to create a flow which does below when a item is created in List 1 : -

 

1. get Items from List 2

2. Filter Items based on condition ( if Unique ID of list 1 = Unique ID of List 2)

3. Send filtered items from list two for approval in a table format
4. Update approval status in List 1.

 

 

When I followed the abouve suggetion, I am able to reach till step 2 but at step three I am getting approval emails equal to the number of rows in created HTML table.

 

Please Help !

 

 




 

This has been resolved!

 

I used the "filter Query" advanced function within the "Get Items" action.

 

SolvedSolved

 

  1. Set Recurrence Trigger
  2. Get Items ---> Advanced---> Filter Query ----> ColumnName eq 'Value' or ColumnName.Value eq 'Value' (do not forget to add the value in single quotes.
  3. Create HTML Table ---->Map your Table Names to specific columns you want
  4. Send Email with Value from HTML Table
  5. Done

View solution in original post

15 REPLIES 15
v-yamao-msft
Community Support
Community Support

Hi @Tosyn_88,

 

You could use Create HTML table action to send emails that contain a full list of all the items from a previous step.

 

Please take the following flow configuration for a reference:

1.PNG

 

>Under the Get items action, adding the action Create HTML table. You could customize the columns with Custom enabled for the Columns field.

 

>In the Send an email action, select the dynamic content Output from the Create HTML table action, then enable Yes for the Is HTML field.

 

Please take a try with it on your side.

 

 

Best regards,

Mabel Mao

Community Support Team _ Mabel Mao
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

Hi @v-yamao-msft

 

Thank you for the response, appreciate it 🙂

 

I will give this a try and let you know if it works.

 

Thank you

Tosin

Hi Again @v-yamao-msft

 

Thank you for this!!

 

It actually worked as expected but i have also run into another issue. The flow is sending me too many emails regarding the same issue rather than one. I think this is because of the apply to each condition i have put on the condition.

 

Do you have any advice of how to get around this because i am not sure if i can remove the apply to each loop as i want it to check all the rows on the list for the item status and then send a single email to the manager of all item status

 

So the flow looks like this;

RAG Status Flow.JPG

Hey, @Tosyn_88!

 

Thank you for posting to the Flow Community Forum! It appears you have found a solution to your issue! If you feel as though your issue has been solved and you are satisfied with one of the previous replies, please click "Accept as Solution" so that this thread will be marked for other users to easily identify!

 

Thank you for being an active member of the Flow Community!

 

-Gabriel

Flow Community Manager

- Gabriel
Community Manager
Power Automate | Power Virtual Agents
Super User Program Manager



Hi @GabrielStJohn

 

Thank you for the follow up. I have gone part of the solution but not all.

 

I was wondering if it were possible to add a code to filter the table to only show specific items rather than the whole list.

 

It would really help as i am having to rely on the "Apply to reach" condition

Anonymous
Not applicable

Hi,

 

I was wordring if you have got response on this, as I am facing the similar problem.

 

I want to create a flow which does below when a item is created in List 1 : -

 

1. get Items from List 2

2. Filter Items based on condition ( if Unique ID of list 1 = Unique ID of List 2)

3. Send filtered items from list two for approval in a table format
4. Update approval status in List 1.

 

 

When I followed the abouve suggetion, I am able to reach till step 2 but at step three I am getting approval emails equal to the number of rows in created HTML table.

 

Please Help !

 

 

Hi @Anonymous @GabrielStJohn @v-yamao-msft

 


@Anonymous wrote:

Hi,

 

I was wordring if you have got response on this, as I am facing the similar problem.

 

I want to create a flow which does below when a item is created in List 1 : -

 

1. get Items from List 2

2. Filter Items based on condition ( if Unique ID of list 1 = Unique ID of List 2)

3. Send filtered items from list two for approval in a table format
4. Update approval status in List 1.

 

 

When I followed the abouve suggetion, I am able to reach till step 2 but at step three I am getting approval emails equal to the number of rows in created HTML table.

 

Please Help !

 

 




 

This has been resolved!

 

I used the "filter Query" advanced function within the "Get Items" action.

 

SolvedSolved

 

  1. Set Recurrence Trigger
  2. Get Items ---> Advanced---> Filter Query ----> ColumnName eq 'Value' or ColumnName.Value eq 'Value' (do not forget to add the value in single quotes.
  3. Create HTML Table ---->Map your Table Names to specific columns you want
  4. Send Email with Value from HTML Table
  5. Done

View solution in original post

If you have the Send Email action within the apply to each section, it will send an email for each iteration.

I think you need the condition for including a row in the HTML table within the apply for each, but move the Send Email to just below, and send that table. Haven't tried it, just my first thought.

Hi @Beat

 

Thanks for the creative suggestion. I'd give it a go because this would go a long way in helping everyone.

 

Regarding what you said, can you clarify a bit more, i'm feeling slow today.

 

Are you saying;

Condition ---> Create HTML Table (Apply to Each) ----> Send Email

to want send a single approval email when adding multiple new items and to be approved all in a single mail


@v-yamao-msft wrote:

Hi @Tosyn_88,

 

You could use Create HTML table action to send emails that contain a full list of all the items from a previous step.

 

Please take the following flow configuration for a reference:

1.PNG

 

>Under the Get items action, adding the action Create HTML table. You could customize the columns with Custom enabled for the Columns field.

 

>In the Send an email action, select the dynamic content Output from the Create HTML table action, then enable Yes for the Is HTML field.

 

Please take a try with it on your side.

 

 

Best regards,

Mabel Mao


 

Tavi
Frequent Visitor

Hi Everyone,

 

I also encountered a similar scenario where I need the output from an 'Appy to each' to be sent as a HTML table in one single email.

I've tried initializing a variable (string and array type) at the top (before apply to each) then for each output in Apply to each I've told to append to the Global Variabe, however this is what I get for my 2 rows ( a@email.com and b@email.com) in apply to each:

When 'Append to String' is used, I get : a@email.comb@email.com 

When 'Append to Array' is used,  I get : ["a@email.com;b@email.com"]

                                                                ["a@email.com;b@email.com"]

I've also used set variable in the apply to each,but the outcome is expected,meaning that I get only the last row in my Global Variable , in this case b@email.com

 

Any suggestions would help

 

Thank you!

 

 

 

Vsolano
Regular Visitor

Hi Community,

I am currently facing a similar problem.
In my SharePoint list I recorded information from my employees and would like to send an email about all the information status per manager about all the employees assigned to each Manager.

I have a column named “Manager” and was created using the option Person.
There is another column that is named “Employee” and was also created as Person. Please take into consideration, all employees have a manager related in the list.

I was able to create a flow that sends all items through one email, however I would like to filter the information by specific manager and only include the employees information if the employee is assigned to that specific Manager in the list.

Thank you in advance for the support!
Veronica

Sorry to necropost, but is this still a valid option?  I've been doing just this and the email doesn't conform to HTML.  All the tags are visible.  The caveat is that in the Send Email action there is no longer an IsHTML option.

 

Does it matter that my HTML table contains content from a rich text multiline text box in SharePoint?

 

How is this done now?

 

Thanks

Tavi
Frequent Visitor

Hey @lukebrandt1 

The Send an email action from the Outlook 365 connector has been deprecated however in the outlook.com connector we can still find the "Send an email" activity , which holds the "Is HTML" boolean field.hope this helps!snippolcom.PNG

 
bhagyashree
Regular Visitor

Hi all, I'm trying to create a reminder flow that will inform owner based on Calculated date field (Next Review Date). So an action will be entered in a SharePoint list and based on the calculated date field (Review Date + 3 years - 1 day = Next Review Date) it will send the owner an email notification informing him/her that it is due for review. So lets say I have 10 tasks due for me in the list my flow will be sending 10 separate emails for each item. My issue is that I want to compile all these due items all in one email so that I don't have to sift through too many emails and I was wondering if anyone can inform me what I can change in my flow to allow this. 

Note : Can't filter Calculated column in filter query so used "compose."
Here is a picture of my flow:flow error.png

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