cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

microsoft flow get all items with distinct Assigned to (User and group) filed

Hi

 

I am creating a flow to get all the item assined to a single user and send an email to that user with all the item detail .

 

I dont want to send separate email for each task .

 

Could you please help me with any option . 

 

Thanks

Gautmish

1 ACCEPTED SOLUTION

Accepted Solutions
v-xida-msft
Community Support
Community Support

Hi @gautmish,

 

Could you please share a bit more about your SharePoint task list?

 

I have created a SharePoint task list on my side and the data structure of it as below:10.JPG

I have made a test on my side and please take a try with the following workaround:

  • Add a proper trigger, here I use Flow Button trigger.
  • Add a "Get items" action, specify Site Address and List Name (Type Task list name as a custom value).
  • Add a "Variables"-> "Initialize variable" action, Name set to AssignedToEmailArray, Type set to Array and Value set to empty.
  • Add a "Apply to each" action, input parameter set to value of the "Get items" action. Within "Apply to each" action, add a "Append to array variable" action, Name choose AssignedToEmailArray, Value set to following formula:

 

first(item()?['AssignedTo'])?['Email']

 

  • Under "Appl yto each" action, add a "Compose" action, Inputs set to following formula:

 

union(variables('AssignedToEmailArray'),variables('AssignedToEmailArray'))

 

  • Add a "Do Until" action, click "Edit in advanced mode", type the following formula:

 

@empty(variables('AssignedToEmailArray'))

Within "Do Until" action, add a "Get items 2" action, specify Site Address and List Name (Type Task list name as a custom value). 

Add a "Filter array" action, From set to value dynamic content of the "Get items 2" action. Click "Edit in advanced mode", type the following formula:

@equals(first(item()?['AssignedTo'])?['Email'], first(variables('AssignedToEmailArray')))

Add a "Select" action, From set to output of the "Filter array" action. Within Map entry, type 5 enties.11.JPG

The corresponding value of Task Name read as below:

item()?['Title']

The corresponding value of Start Date read as below:

item()?['StartDate']

The corresponding value of End Date read as below:

item()?['DueDate']

The corresponding value of Task Status read as below:

item()?['Status']

The corresponding value of Description read as below:

item()?['Body']

Note: Please make sure these columns (Title, Start Date, Due Date, Status, Description) that you want to show up within HTML table contain values.

 

Add a "Create HTMl table" action, From set to output of the "Select" action, Include Headers set to yes. Then add a "Send an email" action, To field set to following formula:

first(variables('AssignedToEmailArray'))

Body field set to output of the "Create HTML table" action, Is HTML field set to Yes.

 

Add a "Compose 2" action, Inputs set to following formula:

skip(variables('AssignedToEmailArray'),1)

Add a "Set variable" action, Name choose AssignedToEmailArray, Value set to output of the "Compose 2" action.

 

Image reference:12.JPG

 

13.JPG

 

14.JPG

 

15.JPG

The flow works successfully as below:16.JPG

 

17.JPG

 

 

 

Best regards,

Kris

 

Community Support Team _ Kris Dai
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

133 REPLIES 133
ScottShearer
Most Valuable Professional
Most Valuable Professional

Can you tell me where the assigned items are stored? SharePoint? Once I know I will attempt to provide an example.

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

Scott

Hi @ScottShearer

 

Assigned items are stored in sharepoint list .

 

we have a sharepoint task list where we have created few tasks for different users . One user may have multiple task . So we want to send email to one mail to each user with their task details .

 

Thanks

Gautmish

v-xida-msft
Community Support
Community Support

Hi @gautmish,

 

Could you please share a bit more about your SharePoint task list?

 

I have created a SharePoint task list on my side and the data structure of it as below:10.JPG

I have made a test on my side and please take a try with the following workaround:

  • Add a proper trigger, here I use Flow Button trigger.
  • Add a "Get items" action, specify Site Address and List Name (Type Task list name as a custom value).
  • Add a "Variables"-> "Initialize variable" action, Name set to AssignedToEmailArray, Type set to Array and Value set to empty.
  • Add a "Apply to each" action, input parameter set to value of the "Get items" action. Within "Apply to each" action, add a "Append to array variable" action, Name choose AssignedToEmailArray, Value set to following formula:

 

first(item()?['AssignedTo'])?['Email']

 

  • Under "Appl yto each" action, add a "Compose" action, Inputs set to following formula:

 

union(variables('AssignedToEmailArray'),variables('AssignedToEmailArray'))

 

  • Add a "Do Until" action, click "Edit in advanced mode", type the following formula:

 

@empty(variables('AssignedToEmailArray'))

Within "Do Until" action, add a "Get items 2" action, specify Site Address and List Name (Type Task list name as a custom value). 

Add a "Filter array" action, From set to value dynamic content of the "Get items 2" action. Click "Edit in advanced mode", type the following formula:

@equals(first(item()?['AssignedTo'])?['Email'], first(variables('AssignedToEmailArray')))

Add a "Select" action, From set to output of the "Filter array" action. Within Map entry, type 5 enties.11.JPG

The corresponding value of Task Name read as below:

item()?['Title']

The corresponding value of Start Date read as below:

item()?['StartDate']

The corresponding value of End Date read as below:

item()?['DueDate']

The corresponding value of Task Status read as below:

item()?['Status']

The corresponding value of Description read as below:

item()?['Body']

Note: Please make sure these columns (Title, Start Date, Due Date, Status, Description) that you want to show up within HTML table contain values.

 

Add a "Create HTMl table" action, From set to output of the "Select" action, Include Headers set to yes. Then add a "Send an email" action, To field set to following formula:

first(variables('AssignedToEmailArray'))

Body field set to output of the "Create HTML table" action, Is HTML field set to Yes.

 

Add a "Compose 2" action, Inputs set to following formula:

skip(variables('AssignedToEmailArray'),1)

Add a "Set variable" action, Name choose AssignedToEmailArray, Value set to output of the "Compose 2" action.

 

Image reference:12.JPG

 

13.JPG

 

14.JPG

 

15.JPG

The flow works successfully as below:16.JPG

 

17.JPG

 

 

 

Best regards,

Kris

 

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hi @v-xida-msft,

 

Thanks for this help . It is working perfectly .

 

Thank you ....

Gautmish

Thanks for this walk through.  I am getting an error on the formula: 

first(item()?['AssignedTo'])?['Email']

 

'first' expects its parameter be an array or a string.

 

Any ideas what might be causing this?

 

Thanks

Hi @Bill_Hand

 

Could you please confirm if you are using Task list or normal list with Assigned to coulmn .

 

please try below options and let me know if it helps.

 

1. Assigned to coulmn should be User only field not User and Group

2. Dont use the same array to make it distinct , create a diffrenet distinct array and use it .

3. Check the output of Assigned to array if it consists of data

4. Assigned to coulmn should not be null 

 

Thanks

Gautmish

Hi @v-xida-msft

Many thanks for this solution. I have an issue, flow is sending one email per task - so if I have 4 tasks per user, I receive 4 emails with html table. Where can be an error? I've checked it and seemens everything is as descirbed here.

 

Best regards

 

 

Hi @fzer0


Could you please check if you have included below union step in your flow.

 Capture.PNG

Thanks

gautmish

 

 

Hi @gautmish yes I have. Any other ideas what could be wrong?

Hi, anyone using this kind of flow and have some issues? I still can't manage to solve it 😕

@fzer0 - I too am having the issue where I am getting an email for each task in the task list. 

 

@v-xida-msft - Do you know what is causing this to send an email for each task? 

 

It seems to be the Do-Until is not working with the AssignedToEmailArray variable after the compose performs the union. 

 

The apply to each is creating an array of my email address 3 times for each task in the task list. The flow moves on to the compose step and the output from that is only 1 email address as is expected. However the Do-Until is running 3 times one for each time my email was assigned to a task. 

 

Formula from Compose before the Do-Until

union(variables('AssignedToEmailArray'),variables('AssignedToEmailArray'))

Do Until formula

@empty(variables('AssignedToEmailArray'))

Let me know if you need any more information to help troubleshoot this issue. 

 

Thanks,
Zach

@fzer0 - I was able to fix the issue for myself please try the below changes and see if they work for you.

 

I removed the first Compose and created an Initalize Variable 2 in its place. Configure this variable as below:

 Name: DistinctEmailArray

 Type: Array

 Value: set to the below formula

union(variables('AssignedToEmailArray'),variables('AssignedToEmailArray'))

 

You will need to update the following fields to reference the new array. 

  • Do Until
  • Filter Array
  • Send an Email - To
  • Compose 2
  • Set Variable

@ZachRoberts

Thanks a lot! Now it works perfectly ! 🙂

Hi All,

I still have an error on apply to each below

Value on Appent to array variable:

first(item()?['AssignedTo'])?['Email']

 

Flow.JPG

@Codered:

 

Can you provide a screenshot of the error and possible a litle more in the way of a screen shot of your Flow?

 

Scott

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

Scott

Hi Scott,

Any advice

thanks

Flow01.JPGFlow02.JPG

 

Hi @Codered 

 

I have attached some screenshots of my flow to hopefully help you out with yours.

1.pngFormula value for 'Append to Array Variable' 

first(item()?['AssignedTo'])?['Email']

 

2.png

Init Variable 2 Formula 

union(variables('EmailArray'),variables('EmailArray'))

 3.png

 4.png

Filter Array Formulas

first(item()?['AssignedTo'])?['Email']

is equal to

first(variables('Email'))

 5.png

Skip Formula 

skip(variables('Email'),1)

Output is the output from Compose 2 

 

 

Your array or variable names may be different than mine but this is the general setup. 

 

Let me know if you need anymore help 

Hi Scott,

I think something wrong with my "Append to Array Variable" , when i added it have an error.

 

Thank you

Flow03.JPG

Flow04.JPG

@Codered 

 

In you Initalize Variable after you get your SharePoint items is that set to 'Array'? The error you are receiving makes it seem like it might be set to 'Object'.

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (2,273)