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Loop through sharepoint list and group items together by email, send email

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I have a recurring flow that I want to run every Friday evening. The flow does what is somewhat expected however it is sending 3 separate emails instead of grouping the three items together in one email. I believe I need to use an array but am unfamiliar with this.

So in my sharepoint I have a list that stores New and Lost beverage placements. Every week I want to send an email to every buyer who either has a new or lost placements so they can adjust ordering needs accordingly.

For my first test run I added 6 items to the list, 3 for myself and 3 for another buyer. The flow did send me the three items assigned to me and the three items assigned to the other buyer but it did so in 3 different emails. How do I get all 3 of my assigned items (or even more) into one email? Also i had to initialize my forecast of the item into a float variable as it was not showing up on the dynamic content side modal screen. I noticed none of my "number" fields show up there either (ID, etc).

I have tried a few different ideas but nothing I try is working.

This is my sharepoint. Planner column stores the email. I did have another sharepoint list that stored Supplier -> Planner attributes but I wasn't sure trying to normalizing everything in sharepoint was the right thing to do.

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efialttes 14,756 on at

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Hi!

You need to consolidate your emails, right?

If so, you will find an example in this thread on how to do it:

https://powerusers.microsoft.com/t5/Building-Flows/Consolidated-email-based-on-date-in-excel/m-p/471936/highlight/false#M57275

The source date in my example is an Excel file, if you need assistance to adapt it to your SP list instead please let us know

Hope this helps

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Community Power Pla... on at

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I want to send individual emails. I tried an Apply to Each loop (for the planner) but I ended up sending roughly 30 emails to myself. Each email was longer than the previous so that tells me my loop was wrong.

I have about 15 different buyers and I want to send a list of all placements that were Modified in the last 7 days to only that specific buyer. I do not want to send one massive email to all planners with all items listed.

So in picture of my sharepoint list I want to send one email to myself with my 3 items and another email to the other buyer for their 3 items.

I will check out your link when I get the chance.

Much thanks for replying

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Community Power Pla... on at

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So i went through and followed the link you sent and set everything up but I never received an email and the outputs on actions are all empty. Not sure what I messed up on. Also I want to reference a few columns in my sharepoint list when emailing the buyers. I want to send 'PlacementStatus', 'Title' and 'Forecast' in the body of the email.

@efialttes I tried creating an HTML table and the headers show in the output but I get no values. Also still no email even though the flow succeeded.

Thank you for your help.

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v-litu-msft on at

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Hi @Anonymous,

You could use the Create HTML table action to mix the three items you filter out, then custom columns to set headers. After that put the output into the Email and send out:

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

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efialttes 14,756 on at

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@Anonymous
Can you share a screenshot of your current flow design?
Thanx!

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Community Power Pla... on at

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@efialttes I followed the link in the previous answer and substituted my own things where you had those expressions noted. Even though my flow succeeds there is no output starting with the Filter Array action. Below is the flow and at the very end is one that shows the output.

Here is output:

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efialttes 14,756 on at

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Hi!
I think the problem is with the 'Filter array' validation.
On its right side, please remove 'current item' dynamic content and use this expression instead:
items('Apply_to_each')?['Planner']

If this suggestion works, I guess deserves tons of 'Thumbs up', its 6.08 here and not yet had a shower hahaha

Hope this helps

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Community Power Pla... on at

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@efialttes Haha. of course. So I changed it and tested and I now have values populating in the HTML Table. However it is the very first item in the list repeating 3 times (which is the number of items assigned to my email). I imagine it would repeat n times for n items assigned to my email. The email body was also empty. So it never sent the email.

Thanks for all your help. I will work on this tonight and reach out tomorrow.

Here is the output:

In the table there should 384217, 384218, and 384219.

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efialttes 14,756 on at

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Hi again

Now that we solve the issue with Filter Array, we are closer to a Happy Ending!

Let's talk about the new issue: I think the challenge now is to remove 'Apply to Each 2' and fix 'Create HTML table' Value inputs.

My suggestion is:

-Keep 'Apply to each 2' and its contents untouched

-Add a new 'Create HTML table 2' before 'Apply to each 2', assign as its input 'Filter array' output

-Now, when adding 'Header' 'Value' inputs to 'Create HTML table 2':

a) Use the same strings for Header as you have in your original 'Create HTML table'

b) Now you need to assign expressions as 'Value' inputs. Assuming the three columns are defined as 'single line of text' in your SP list the three expressions are:

item()?['PlacementStatus']

item()?['Title']

item()?['Forecast']

-Once 'Create HTML table 2' is completed, add 'Send an email' also before 'Apply to each 2'

-Finally remove 'Apply to each 2' and its content. But before doing it, and in order to doublecheck the expressions in 'Create HTML Table 2' are correct, please hover your mouse over original 'Create HTML table' 'Value' inputs. If my assumption is correct, you shall see the following:

items('Apply_to_each_2')?['PlacementStatus']

items('Apply_to_each_2')?['Title']

items('Apply_to_each_2')?['Forecast']

If so, remove 'Apply to each 2' save and reexecute your flow

Hope this helps

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efialttes 14,756 on at

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Hi again!

One final suggestion (I hope)... when adding the new 'Send an email' please make sure you assigned the following expression to 'To' input:

items('Apply_to_each')?['Planner']

Hope this helps

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