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Power Platform Community / Forums / Power Automate / Flow Design Help: Loop...
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Flow Design Help: Looping through and emailing each team leader the list of staff,hours,date, timesheet status

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Posted on by AC_Flow 31

I am new to flow.

I am trying to loop through and email each team leader the list of staff,hours,date, timesheet status. This will be scheduled to run on Thursdays.

So far i have created below steps:

-Schedule

-SQL Power Query ( that gives 1 flat table as below + email address + employee code etc.)

 

Please advice how should i proceed or if there is an alternative better design? 

 

( Note on premise does not support native sql queries , so it was a bit painful to create in Power Query with all the relationships to filter )

 

E.g. John will get Blue table while Helen will get Pink

 

Team Lead Staff Name Weekdate Weekly Hours Timesheet Status
first    
JohnAlfy22/07/202040Incomplete
JohnAlfy15/07/202038Incomplete
JohnRoss22/07/202036Incomplete
JohnKaty22/07/202038Complete/Unsigned
second    
HelenPet15/07/202040Not Initiated
HelenPet22/07/202042Incomplete
HelenPat8/07/202044Incomplete
HelenPat24/06/202046Incomplete
Categories:
Building flows
I have the same question (0)
  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at

    Hello @AC_Flow 

    Can I assume that your output from the SQL Power Query action will be sorted by Team lead?

     

    Assuming that, you can then loop (Apply to each) through each record/item and use a variable to keep track of when the team lead changes.

    When the team lead changes, you can then extract all records for that team lead using a Filter action, have the output converted to HTML and sent to the team lead in an email.

     

    My test flow (part) looks like this - note that in the loop the "Body" is my "SQL Power Query" output 🙂

    Flow.AC_Flow.2.Apply loop to get unique team leads.jpg

    Kind regards, John

  • AC_Flow Profile Picture
    AC_Flow 31 on at

     

     

    thanks @JohnAageAnderse ,

    Your design seems more logical/easier to digest than what i been through.

    Could you please tell me why below flow would send 6 emails (1 for each row) instead of 1 for approver. (i.e. testing)

     

    Is it something to do with not using right inputs to apply? or table/data, or my union not working 

    union(variables('email'),variables('email'))
     
     
    Appreciate your help...

    Data: 

    Lead CodeLead NameLead EmailStaffdateTotal_HoursStatus
    1StuStu@  Alfy17/07/202032incomplete
    1StuStuSusy17/07/202040incomplete
    1StuStuSharon17/07/202040Missing
    2SallySallyMike17/07/202040incomplete
    2SallySallyKim17/07/202040incomplete
    3GeorgeGeorgeHelen17/07/202040incomplete

     

    flow:

     

     

     

    AC_Flow_0-1595824842144.png

    detail

    AC_Flow_1-1595824882083.png

    AC_Flow_2-1595825075000.png

    AC_Flow_3-1595825155983.png

     

     

  • AC_Flow Profile Picture
    AC_Flow 31 on at

    @JohnAageAnderse 

    by the way how do you get around not sending multiple emails to same team lead? i dont see grouping/union etc...

  • AC_Flow Profile Picture
    AC_Flow 31 on at

    @v-bacao-msft , @edgonzales ,

     

    could you please help with above? as i am going in circles... 

     

    thank you...

  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at

    Hello @AC_Flow 

    In my test flow, I have a variable "TeamLead" that is used to track the current team leader's name. So in the loop, I check to see if it changes, and when it does, the flow filters all the items for the new team leader and ... The last step in there is to set the variable "TeamLead" to the new team leader's name.

    Thus I avoid sending an email for every item beloning to the team lead.

    Kind regards, John

  • Verified answer
    AC_Flow Profile Picture
    AC_Flow 31 on at
    AC_Flow_2-1595828758924.png

     

     
     
    I added a step to set the variable to union/find unique email .

    All sorted now.

     

    Thanks you for your help @v-bacao-msft , @edgonzales ,@JohnAageAnderse 

     

    @JohnAageAnderse  ( I will try your approach for next project)

     

     

     

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