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Hi community,
I wasn't quite sure how to name this topic as I'm not quite sure how exactly to phrase my problem statement.
In essence I have a flow which captures values into a SharePoint list. This single flow will capture multiple rows into the list depending on how many checkboxes are selected on a MS Form. I thereafter have a trigger that will fire on Item Created, and it needs to send out an email summary of the items captured.
The design challenge is that the flow would trigger 5 times if 5 rows are captured, but I only want it to trigger once for the lot. The one way I thought about getting around this is to group the 5 items by a GUID; this makes getting the data in a single trigger quite easy. Thereafter I can set a delay on the trigger. It would then check whether it has a "sent" status which is stored on the list. The first trigger would mark all 5 items as "sent" and the condition on trigger 2 - 5 would essentially return false. Another option would be to manage a second list which stores the single request and has a reference via the GUID to the individual rows.
My issue with this is really around efficiency... I'd rather not trigger 5 flows at all and stick to the one. I'd also prefer not to have to manage a secondary list. Are there any best practices as far as this is concerned? Any advice on how I could approach the flow(s)?
Why can't you send the email in the same initial flow?
Someone submits a MS Form - Flow triggered by form submission -
Why does the info need to go from the MS Form into a sharepoint list and then be pulled out to be in a summary email? Why don't you just use the MS Form data to create items in the sharepoint list as well as make a summary email?
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