Group same items from SharePoint GetItems

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Posted on by iskguy

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We have a process that runs the first of each month and gets items from a SharePoint library. The items are documents that are filtered by a property called ReviewMonth and does properly return the next month's documents up for review. So, today being August 1, returned documents that are marked for review for September. In this list is another property (a person field) called Owner. The process iterates through each item, gets the Owner/Email and does append the value to a string variable that is used to send email. What it does not do is to group the same email, or only count it once. This is the question and the ask,

Here is a simple example:

Returned list

Document 1, Joe Smith, jsmith@abcd.com

Document 2, Joan Crawford, jcrawford@abcd.com

Document 3, Joe Smith, jsmith@abcd.com

Document 4, Bill Manning, bmanning@abcd.com

Document 5, Joan Crawford, jcrawford@abcd.com

Document 6, Joe Smith, jsmith@abcd.com

What is being returned

jsmith@abcd.com; jcrawford@abcd.com; jsmith@abcd.com; bmanning@abcd.com; jcrawford@abcd.com; jsmith@abcd.com

What needs to be returned

jsmith@abcd.com; jcrawford@abcd.com; bmanning@abcd.com

Thanks for any help and information.

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Nived_Nambiar 18,138 Super User 2026 Season 1 on at

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Hi,

So once you get the details of documents to be reviewed, now use select action and then use email id of person in map section. After that use union operation and join with delimiter ;

see below for better idea

assume this is document librray with reviewmonth and owner column

Now after Get files where the output will be filtered list of documents whose review document is September considering current month,

Use Select action as shown below

This will help to get list of owner email ids in array format.

Now we need to get distinct email ids from that array and join it by ; delimiter so to use in send email action, for that i have written an expression in send email action as shown below which does the same

Expression used-

join(union(body('Select'),body('Select')),';')

Thus it helps to avoid duplication in emails

If you are using sharepoint list, this logic would also works !

Hope it helps !

Thanks & Regards,
Nived N
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mathiaskjeldsen 224 on at

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Hey

An alternative solution would be to implement a variable - call it UniqueEmails. Once that's set up, do an iteration through each entries in the list. Then add IF statement that stipulates mail should only be added to variable UniqueEmails if mail doesn't already exist in the variable. Else add mail to the list.

Hope this makes sense.

Best regards

Mathias Kjeldsen

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