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Send email one time when excel drop down selected

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Posted on by franboyer

Hello,

I built the below flow, but I only want an email sent one time when a person's name is first selected from a drop down list. I'm not sure if I'm missing a trigger or the terminate step is in the wrong place. Thanks in advance for the help!

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sumurthy Microsoft Employee on at

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When you say person's name selected - do you mean inside of Excel? I don't think that's what this flow is achieving. The key-value in the get-row action has no idea what you have selected in the file.
You need something more dynamic than that.

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franboyer 4 on at

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Thanks for replying. Yes, I mean in there is a drop down in the Excel column where you can choose a specific person's name. The flow does work in that it is sending an email to selected person's name, but doing so continuously based on the recurrence settings instead of just sending it one time after initial selection of that person's name. If the flow still has to be more dynamic, I'd be grateful for any help you can provide. 🙂

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Pstork1 68,697 Most Valuable Professional on at

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You'll need to add something to your flow to accomplish what you want. There has to be some way to track that the email was sent or it will send another on the next recurrence, as you've already seen. You'll need to update the row in Excel in some way to show that the email was sent. You can do this by either adding a new column that tracks tat the email was sent or by resetting the dropdown after the flow is sent to some value that can be ignored. If you add a new column you'll also need a condition to prevent the email from being sent a second time. If you reset the dropdown to a non-email address, like "Please select a Recipient", then you'll want to test for that before sending the email. There is nothing built in to flow that will remember what you did in a previous flow.

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franboyer 4 on at

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Thanks for replying so promptly!
Wow - a lot to figure out! I've seen examples of adding a column with yes or no if email has been sent. That sounds like the easier process, but it will take me some time to figure out how to create those conditions.

Would the trigger still be an automated trigger as the first step and should I keep the recurrence step to start? Can I accomplish all of the conditions without scripting them? I am completely unfamiliar with building those scripts.

May I query you again after I've created a draft flow?

Best,

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Pstork1 68,697 Most Valuable Professional on at

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Yes, I expect it could still be a recurrence trigger. You just need to add a condition above the send an email step to check whether the email should be sent or not. Then drag the email action inside the Yes side of the condition. Finally add an action to the yes side that sets the value you are testing in the condition so that the next time it comes through its No.

Also, I suspect you don't want a recurrence trigger set for as short a time frame as you have it now. That will create a lot of extra runs that aren't needed.

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