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Stop apply to each sending multiple emails

Hello,

 

I've create a flow that takes responses from a form and has a condition in place that checks that a title in planner contains the same name entered in the form. If Yes, then additional tasks are added to the Planner task. 

 

However, if the name entered in the form does not match up with a name in the title of a planner task, an email needs to be sent to the responders email to inform them that they have either spelt the name incorrectly or they have submitted the form too early. For info, this process is for new starters, and both the name and order of when things are submitted needs to be correct.

 

Unfortunately when I add send email in the No section, it is applying the email to each task that exists and therefore sending multiple emails - i understand why this is happening but not sure how to achieve my desired outcome.

 

Is there a way that where I can send an email back to the responder, if the name does not match with any existing tasks, without it applying to each task.

 

JoshPullan11_0-1681913811836.png

 

Any help would be greatly appreciated 🙂

 

Thanks,

Josh

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @jap11 

 

Please add the following action in your power automate flow:

1. Before apply to each loop, initialize a variable :

ManishSolanki_0-1681921281236.png

2. Next, in the if condition when taskname found then in the 'Yes' section or path after 'Add a row into a table 2' action, set the variable to true as shown below:

ManishSolanki_1-1681921471162.png

 

3. Finally, in the end add a condition to check if taskname is not found then trigger an email to the requestor as shown below:

ManishSolanki_2-1681921579270.png

 

Please let me know if you have any questions.

 

Please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks
Manish Solanki
View my blog
Linkedin

View solution in original post

8 REPLIES 8

Hi @jap11 

 

Please add the following action in your power automate flow:

1. Before apply to each loop, initialize a variable :

ManishSolanki_0-1681921281236.png

2. Next, in the if condition when taskname found then in the 'Yes' section or path after 'Add a row into a table 2' action, set the variable to true as shown below:

ManishSolanki_1-1681921471162.png

 

3. Finally, in the end add a condition to check if taskname is not found then trigger an email to the requestor as shown below:

ManishSolanki_2-1681921579270.png

 

Please let me know if you have any questions.

 

Please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks
Manish Solanki
View my blog
Linkedin

@ManishSolanki - that has worked perfectly.

 

Thanks so much for your help.

Y1
Frequent Visitor

Hi @ManishSolanki,

 

Can you kindly share the expression language you used for false condition, thanks.

 

Y1_0-1695792528307.png

 

Go to expression window and type false as shown below:

ManishSolanki_0-1695794189962.png

false

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

 

Thanks

Thanks
Manish Solanki
View my blog
Linkedin
Y1
Frequent Visitor

Hi @ManishSolanki,

Let me give you some back round on my flow, it's similar to the above flow.

My flow the trigger is from Forms then looks at sharepoint file and if a station code mentioned in forms matches station code listed in sharepoint it sends email to that station from an email in sharepoint but if there is no match it sends email as well to specific email id. The issue I'm facing is when there is no match it sends multiple emails and I have implemented the above solution but it did not work. Can you kindly check my flow and see where I'm going wrong, thanks. 

Y1_0-1695796643131.pngY1_1-1695796721059.pngY1_2-1695796769262.png

 

Hi @Y1 

 

Please correct the initialize variable action for 'Send email'. It should have an expression for false value:

ManishSolanki_0-1697608067631.png

 

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

 

Thanks

Thanks
Manish Solanki
View my blog
Linkedin

Hi @Y1 

 

I had a close look at your flow. I would suggest the following to get the desired result:

 

1. Use "Get items" action with filter query to fetch only the matching record which will further avoid iterating all records. Here is an example, I am matching Title column in SharePoint with "Title" field in form:

ManishSolanki_0-1697772350127.png

<sharepoint field internal name> eq '<form field>'

 

2. Next, add condition action to check the length of value object returned by Get items action. For that, you need to write an expression. The condition will be if length of value array object is greater than zero (case of record found), then in "Yes" block add "Apply to each" and send an email. If length is zero (case of record not found) then send an email stating that record does not exist.

ManishSolanki_1-1697772425455.png

Expression used for calculating the length of value object returned by Get items is:

length(outputs('Get_items')?['body/value'])

 

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

 

Thanks

Thanks
Manish Solanki
View my blog
Linkedin

Hi @ManishSolanki ,

Thanks for the solution, it has worked and helped me greatly. 

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