Get certain items in a SharePoint List and send an email

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Posted on by tested1

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Hello!

My scenario is as follows:

I have a sharepoint list and one column is 'Status'
I want to set up a 'check' at say the end of the day so to start with set a delay of say 12 hours or pick a time to start this check
Flow would then check this sharepoint list, and any item which has the 'Status (column name)' 'Pending (DEFAULT column value)' would be sent in one email to someone.

Is this possible to do? Atm I have made it so it will send individual items but not the whole list

My flow atm is for one item and is very brief (see pic). I need to figure out the step of getting all items but only get the items whos status' are set to the default value of Pending. If it helps my status column will have 3 statuses but Pending is the default value

And then send all these items in a table or whatever format is best to one person

Thank you!!!

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rebeccas 2,591 on at

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Instead of looking for a Condition for it do Get Items and put your status you are looking or in the Filter Query section.

If you put it there instead it will only pull in those items instead of pulling in all and looking for the Condition on each. You will have less problems with limitations. I normally just use the Condtion one if I am putting it on When an Item is Created.

You would put: Status eq 'Pending'

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tested1 265 on at

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Thanks @rebeccas

But wont it show all items in the list (could be thousands), as the Status column wouldnt be filtered to only the 'Pending' Choice?

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rebeccas 2,591 on at

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Moving it up will not pull anymore items than it would down in the condition...it does the same thing but will not have the limitations that condition has. If your list is short the condition works fine but if it is long Condition has a max out limitation and runs slow because it checks each item one at a time instead of just filtering for that same status as it pulls in.

Same end result but it will be faster and not have the issue of limiting the amount it can pull in.

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rebeccas 2,591 on at

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Are you wanting it to send an email for each or just send an email saying how many are pending?

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tested1 265 on at

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Just an email which shows say a table for all the pending requests. Links to each item would be desirable but i guess not vital

Im planning to try just create a new column view, set the status to pending and then limit column by view?

@rebeccas so I have my delay --> get items -->then how do i send this in the email or send links to the items?

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rebeccas 2,591 on at

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I haven't created one that does a full breakdown but I might be soon and will post here if I do.

I do have one that sends the total count of how many items have a specific status and the concept for doing it will be the same. Just adding in more componets. The one I have here is simple but it will work like this.

Trigger

Get Items (only ones of a certain criteria..my case is a certain status)

Compose - This is giving me the count of that criteria

Send email - has the compose part in that shows the count

See below:

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tested1 265 on at

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Thanks @rebeccas

Does your says status eq 'complete' does this filter anything or is it simply all the column name?

I tried to enter the lengthbody formula in but it said the expression is not invalid please see pic?
Thank you!

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rebeccas 2,591 on at

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On my example here it is just getting a count of the items in the list that have a status of "Complete"..you would just duplicate the steps if you wanted other status too.

The @ lengthbody part is asking it to get a count of the items that come in with that criteria. That is what is taking that number of items and putting it into a text value so it can be referred to in the email.

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rebeccas 2,591 on at

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You don't need to put in the expression part. You actually type it in the box to the right in the Inputs

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tested1 265 on at

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