Solved: Re: Sending Email

Ibrahimkhalil · ‎05-13-2019

Dears,

please note that i created Flow which is Leave requests approvals. All these requests are saved in an excel.

everything went smoothly, but now i want to send automated email that includes the Employees on leave today.

i stated a condition that comparres the dates with the UTCnow and if yes it sends email, but in this way there will be more than 1 email if there is 2 or 3 employees on leave at same day. and i want this to be on 1 email.

Can anyone Help Please?

Thanks,

Ibrahim

LeeHarris · ‎05-13-2019

Hi @Ibrahimkhalil

Is your email flow being triggered on adding of a new item to Sharepoint? If you wish to send a daily email with details of who is on leave, I would use the Recurrence trigger and set the options to daily (at an appropriate time).

Then in your List Records action for Excel, use the advanced settings to provide filter criteria that will only retrieve values from your spreadsheet where the leave date is utcNow. This will remove the need for the condition and reduce the number of records you need to process.

Finally, make use of variables to keep a list of items to include in your email. If you are confident with HTML you can use a string variable and append some HTML content to it for each employee as you loop through them. Then simply insert this into your email, at the end outside of the loop.

A rough outline of how this could look is shown below which should hopefully get you closer to meeting your requirement. (this assumes that you are populating your Leave Requests excel spreadsheet via another process).

Hope this helps.

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View solution in original post

LeeHarris · ‎05-13-2019

Hi @Ibrahimkhalil

It sounds like you are looping through the rows in your Excel and sending emails based on a condition, resulting in multiple emails?

There is a way in which you can add the values you need to an Array (or string if its simple enough) and then create a single email with this information in.

If you can post a screenshot of your Flow process, I can point out the amendments you will need to make to achieve this.

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Ibrahimkhalil · ‎05-13-2019

HI @LeeHarris ,

Thank you for your reply.

please check the attached snapshots of my flow.

Moreover, i tried abother method which is to add the names of the employees which are on leave today on an excel and the send the excel through email. but this solution is not accurate as these employees will stay on this excel and will be sent every time the condition matches.

thanks,

Ibrahim

LeeHarris · ‎05-13-2019

Hi @Ibrahimkhalil

Is your email flow being triggered on adding of a new item to Sharepoint? If you wish to send a daily email with details of who is on leave, I would use the Recurrence trigger and set the options to daily (at an appropriate time).

Then in your List Records action for Excel, use the advanced settings to provide filter criteria that will only retrieve values from your spreadsheet where the leave date is utcNow. This will remove the need for the condition and reduce the number of records you need to process.

Finally, make use of variables to keep a list of items to include in your email. If you are confident with HTML you can use a string variable and append some HTML content to it for each employee as you loop through them. Then simply insert this into your email, at the end outside of the loop.

A rough outline of how this could look is shown below which should hopefully get you closer to meeting your requirement. (this assumes that you are populating your Leave Requests excel spreadsheet via another process).

Hope this helps.

Did I answer your question? Mark my post as a solution!

Follow me on Twitter at @QG_LeeJHarris

Or on LinkedIn at in/leejharris