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Send user email of all their tasks assigned

I am using Microsoft Lists to manage a small project. There is a column for the task and another for the user assigned to that task. I have created a flow which will email a user as soon as a task is assigned to them (based on when item modified trigger). I would now like to create a new flow which will do a similar thing except combine these task assignments into a single email so that if I assign a user 10 tasks per day they get one summarised email, not 10.

This is how the new flow looks so far:

1) Recurrence Trigger (Set to One Day)

2) Get Items

3) Filter Array (I would like to use this to find only the items modified since the previous time this was triggered, but not sure how)

In the next steps I think I need to combine (via Compose perhaps?) the filtered items above so that one email per user is sent with all of their assigned task for the day (Apply Each perhaps?), but I have tried this a few different ways but keep not getting it to work. What actions should I use next?

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Power_Automater 

According to your description, you want to send user one email of all their tasks assigned.

I set up a flow, you can refer to below screenshots to see if it helps.

Suppose I will run the flow at 5pm every day, filter out the items that have been modified today, and then send an email to users with all their assigned task information.

This is my test list.

vLilyWmsft_15-1643097449233.png

Flow in details.

vLilyWmsft_1-1643096631849.png

Expression1:formatDateTime(item()?['Modified'], 'yyyy-MM-dd')

Expression2:formatDateTime(utcNow(), 'yyyy-MM-dd')

vLilyWmsft_2-1643096659623.png

vLilyWmsft_3-1643096753510.png

vLilyWmsft_4-1643096792515.png

Expression1:item()?['AssignedTo/Email']

Expression2:items('Apply_to_each')?['AssignedToEmail']

vLilyWmsft_5-1643096872641.png

Select the column that you want to display in the email.

vLilyWmsft_6-1643096995848.png

vLilyWmsft_7-1643097063168.png

Expression:items('Apply_to_each')?['AssignedToEmail']

vLilyWmsft_8-1643097100280.png

After flow runs, recipients will receive an email with all their assigned tasks.

vLilyWmsft_12-1643097278427.pngvLilyWmsft_14-1643097309735.pngvLilyWmsft_13-1643097295281.png

Hope the content above may help you.

Best Regards

If my answer helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

11 REPLIES 11
Soundharya
Helper V
Helper V

You can create a table, and make an entry every time it is triggered
get the latest entry time 
Now get the items which are modified is after the time that is made an entry above
Now apply each, get the task assigned compose an html and email to the user

I think I understand the actions, but do you mean use the flow as I have it and add your suggested these after (if so what do I put in the Filter Array to get the recently modified items?), or do I create a new flow with a When Item Created trigger?

Hi @Power_Automater 

According to your description, you want to send user one email of all their tasks assigned.

I set up a flow, you can refer to below screenshots to see if it helps.

Suppose I will run the flow at 5pm every day, filter out the items that have been modified today, and then send an email to users with all their assigned task information.

This is my test list.

vLilyWmsft_15-1643097449233.png

Flow in details.

vLilyWmsft_1-1643096631849.png

Expression1:formatDateTime(item()?['Modified'], 'yyyy-MM-dd')

Expression2:formatDateTime(utcNow(), 'yyyy-MM-dd')

vLilyWmsft_2-1643096659623.png

vLilyWmsft_3-1643096753510.png

vLilyWmsft_4-1643096792515.png

Expression1:item()?['AssignedTo/Email']

Expression2:items('Apply_to_each')?['AssignedToEmail']

vLilyWmsft_5-1643096872641.png

Select the column that you want to display in the email.

vLilyWmsft_6-1643096995848.png

vLilyWmsft_7-1643097063168.png

Expression:items('Apply_to_each')?['AssignedToEmail']

vLilyWmsft_8-1643097100280.png

After flow runs, recipients will receive an email with all their assigned tasks.

vLilyWmsft_12-1643097278427.pngvLilyWmsft_14-1643097309735.pngvLilyWmsft_13-1643097295281.png

Hope the content above may help you.

Best Regards

If my answer helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thank you @v-LilyW-msft , I am building this out now. I just wanted to double check how you added the "Modified" column to the list? When I try to do this I get an error saying that "Modified" is already taken and so cannot add it.

Hi @Power_Automater 

Modified column is a column that comes with sharepoint, but it is hidden by default. You can find it by clicking Show/hide columns, and then check it.

vLilyWmsft_0-1643244308331.png

vLilyWmsft_1-1643244474189.png

Best Regards.

Ah perfect thank you so much.


Just one last question please and then I will be happy to close this one.
1) Is it possible to add into the email subject the name of the List file? I have tried the following but it came up as blank in the test email: items('Apply_to_each')?['Name']
2) Is it possible to add the recipients name into the email body (eg. Hi John)? I have tried the following but this also came up as a blank: items('Apply_to_each')?['Assignedto/DisplayName']

If I try to use the Name and Assigned To Display name from Get Items the email action is place into a second Apply Each.

After some more testing to attempt to resolve the above I am unfortunately getting an internal server error at Get Items when changing the AssignTo field to allow multiple selections. I thought it would be possible to have multiple people assigned to a single task?

Full error: Encountered internal server error. The tracking Id is '20404e29-c5e3-48c4-9113-2f67adc223fb'.

 

Power_Automater_0-1643264030532.png

 

I think so, try unchecking this and run the flow you will know it

Send user email of all their tasks (subtasks) assigned, but with a condition. I have Apply to each for value from SharePoint, and In the Condition I have is: if Status Value is Open Or In Progress AND Modified less than or equal 3 days - IF YES SECTION ->
1. Compose
"Assign": variable Assign , 
"NameOfSubtask": variable Subtask (in json format)

2. Append to array variable (I grab the output from Compose)
3. Set Variable (here I get list from items that satisfy that condition (from all 7 items I receive 6 in my array (because one of the tasks is with status Completed).
Next I have some problems, how can I use that variable to select my unique emails and get the description (name of the subtask and put them into the Send an Email action. I tried to SELECT 'Assign(the emails)' and added Compose action to create union of them, then again I added Apply to each (I get the output from Compose with the Unique Emails), what should I do next?  How can I get the tasks for each user after this Condition and send an email?

Best Regards.

 


myCondition.JPG

myList.JPG

 

after IF YES.JPG

  Here are some screenshots of my flow.
Just to let you know, I am new with Power Automate, so maybe I am making some mistakes here.
Thank you! 🙂 

Emilija10
Frequent Visitor

Parsed my array variable.JPG

from parse json variable select emails and union.png

 

 

SOLVED: Send user email of all their tasks assigned if the status of the task is 'Open' or 'In Progress'

https://tomriha.com/send-one-email-per-user-with-multiple-sharepoint-items-in-power-automate/ 
This link was very helpful. I sorted it out, with Parse JSON. 

I hope that this may help someone, it is a similar scenario but in a different way 🙂 
Best Regards.

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