cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
MaverickSpore
Frequent Visitor

Reducing How Many Emails Are Sent Based on File Owner

I have a flow that currently will send an email for every expired file. However, I want to combine them, so all files under the same Owner will be sent together, in one email, instead of each file having it's own email. So I need to figure out how to send more then one item per email, based on the Owner DisplayName field. Any Ideas?

 
1 ACCEPTED SOLUTION

Accepted Solutions

(Let's see if it will allow me to post the images)
I ended up going a different route, which seems to be working so far! by using the orderBy field on getFiles (your way wasn't quite working right, as I'm getting file properties, not items from a list, sorry, my bad on communicating that when i said list instead of library on accident)

LessEmailsWorking1.pngLessEmailsWorking2.pngLessEmailsWorking3.pngLessEmailsWorking4.png

View solution in original post

10 REPLIES 10
edgonzales
Most Valuable Professional
Most Valuable Professional

@MaverickSpore 

Is the list of owners static or will those people change?  I was thinking you could have a separate branch for each owner which filters their list and sends an email.  That's one way, but there are probably a couple of ways to approach this.

 

-Ed

 

If you liked this reply, please give it a thumbs up! If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

It might be, but if possible it would be better to create it in a way that is can be more dynamic. I was considering doing loops, but I would need to initialize a variable in the loop for the plan I had, and that is a now-go with flow.

A separate branch for each one would make sense, but that would likely not work as well dynamically.

edgonzales
Most Valuable Professional
Most Valuable Professional

@MaverickSpore 

The loop isn't totally dead.  What were you thinking about trying?  You could initialize the variable before the loop and then update inside.  I was thinking you could lead off by creating an array of active owners, and then cycling through each one inside the loop, is that sort of what you had in mind?

 

-Ed

I was going to create an array variable inside the loop, using each owner as a new array. thus, the (random numbers for example) 15 items with 3 total owners, would combine into 3 arrays, then could be placed into emails respectively. That, however, would require new variables to be initialized inside of the loop, as there's no way of telling how many owners there might be at the time of the flow running.

edgonzales
Most Valuable Professional
Most Valuable Professional

Ok, I understand.  Following that same path again, you can Initialize the variable at the top of your flow (before the loop) and then Set the variable inside.  I think I have an idea for a solution but want to test it first.  How are you getting the 'expired files'?  Is this all in a SharePoint library or something?

 

-Ed

From a SharePoint list, using Get Items (Properties Only)

edgonzales
Most Valuable Professional
Most Valuable Professional

@MaverickSpore 

Hey there - Checking in:  I've got something that is pretty close, just tidying it up a bit and then will document it for you.  I'm going to spend some time to see if I can speed the process up (it's not super fast right now).

 

Anyway, keep us posted on your progress and I'll check back in when I've got this one figured out, as well. 🙂

 

-Ed

edgonzales
Most Valuable Professional
Most Valuable Professional

@MaverickSpore 

Ok, here we go:

There are two "tricks" to make this work.  The first is using a Sharepoint HTTP GET to get all of the owners of your documents.  You can include the expiration date as part of your OData filter to only get a list of items for expired docs, right?  Here is how mine is set up...

 

The next trick is to do a self-referencing Union() to get the unique values from that list.  I put this expression in a Compose action:

union(body('Send_an_HTTP_request_to_SharePoint')?['value'],body('Send_an_HTTP_request_to_SharePoint')?['value'])

 

20200409b.PNG

 

Depending on your comfort level, you can skip the next step, but I added a Parse JSON step so that I was only grabbing the values of the email/owner column (and NOT the header).  I didn't write the code in there, I used "Generate from Sample" - lots of articles on this action out there, if you are unfamiliar with it:

20200409c.PNG

 

Then, I used the Get Items SharePoint action and pointed it to my list.  In the OData filter area, you'll put your owner column, then "eq" (no quotes) for equals, and then the value from your Parse JSON step.  This will trigger an Apply to Each loop, which is what we want.

20200409d.PNG

 

After that (but still inside the Apply to Each loop), I added a Select action to only get the columns I wanted from the SP list, and then converted that to an HTML table to include in my email body (the "Output" shown is from the "Select 2" action prior):

 

20200409e.PNG

 

Finally, still inside the loop, I send the email.  This means that an email will be sent for each 'owner' and include the records for that owner in the HTML table body (shown below as "Output").  You'd swap out my name in the To: field with the dynamic value of the Owner from your Parse JSON step.  

20200409f.PNG

 

This resulted in 2 separate emails (I only had two different owners for the 10 items in my SP list) and each included the appropriate items for each.

 

Hope that helps.  Keep us posted.

-Ed

 

 

If you liked this reply, please give it a thumbs up! If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

ScottShearer
Most Valuable Professional
Most Valuable Professional

@MaverickSpore 

Here is a link to a thread which I believe has a solution to your issue.

 

 

 

 

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

Scott

(Let's see if it will allow me to post the images)
I ended up going a different route, which seems to be working so far! by using the orderBy field on getFiles (your way wasn't quite working right, as I'm getting file properties, not items from a list, sorry, my bad on communicating that when i said list instead of library on accident)

LessEmailsWorking1.pngLessEmailsWorking2.pngLessEmailsWorking3.pngLessEmailsWorking4.png

Helpful resources

Announcements

Tuesday Tip | How to Report Spam in Our Community

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.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, 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: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile 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. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!    

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip: Getting Started with Private Messages & Macros

Welcome to 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.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   This Week's Tip: Private Messaging & Macros in Power Apps Community   Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member!   Our Knowledge Base article about private messaging and macros is the best place to find out more. Check it out today and discover some key tips and tricks when it comes to messages and macros:   Private Messaging: Learn how to enable private messages in your community profile and ensure you’re connected with other community membersMacros Explained: Discover the convenience of macros—prewritten text snippets that save time when posting in forums or sending private messagesCreating Macros: Follow simple steps to create your own macros for efficient communication within the Power Apps CommunityUsage Guide: Understand how to apply macros in posts and private messages, enhancing your interaction with the Community For detailed instructions and more information, visit the full page in your community today:Power Apps: Enabling Private Messaging & How to Use Macros (Power Apps)Power Automate: Enabling Private Messaging & How to Use Macros (Power Automate)  Copilot Studio: Enabling Private Messaging &How to Use Macros (Copilot Studio) Power Pages: Enabling Private Messaging & How to Use Macros (Power Pages)

Tuesday Tip: Subscriptions & Notifications

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: All About Subscriptions & Notifications We don't want you to a miss a thing in the Community! The best way to make sure you know what's going on in the News & Announcements, to blogs you follow, or forums and galleries you're interested in is to subscribe! These subscriptions ensure you receive automated messages about the most recent posts and replies. Even better, there are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.     You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.     Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.     Subscribing to a Label Find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe.     Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu.     From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.

Users online (3,169)