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Creating a Flow for an Inventory Reorder Email

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Posted on by pcpatter

I have a sharepoint list containing all our inventory items. There is a column for "actual quantitiy" and a column for "minimum quantity". I am trying to find a way to send an email containing all the line items where "actual quantity" is less than or equal to "minimum quantity". I am flexible on how this can be accomplished. Perhaps it generates a table of all the line items that fits the condition and emails the table or a link to the generated table. I just don't want it to be one email per line item (as this could be 50+ and it would not be useful). Any help on how to set up this workflow would be very appreciated!

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Using flows

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Sundeep_Malik 6,484 on at

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Hey @pcpatter
You can initialize an array variable. And whenever the condition gets true, append it to that array. After the apply to each ends, after that just send one email with all the array values.

And if you want to send it in a format:
You can also use create csv table and pass the array in it before the mail action:

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pcpatter 27 on at

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For the append to array variable step what do I put for "value"? I am guessing I am not choosing a correct option as I get this error
Flow save failed with code 'WorkflowRunActionInputsInvalidProperty' and message 'The inputs of workflow run action 'Append_to_array_variable' of type 'AppendToArrayVariable' are not valid. Self reference is not supported when updating the value of variable 'A'.'.

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Sundeep_Malik 6,484 on at

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@pcpatter
Put the name of the item.

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pcpatter 27 on at

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Ok thanks. I will try to figure this out. I am basically as beginner as you get so I don't understand what you mean by "name of item" as it is a full line from a spreadsheet. Would I put all the dynamic content for all the columns I want reported?
I also don't know what should go in the parenthesis for the variable function.

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Sundeep_Malik 6,484 on at

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@pcpatter
Actually directly I am not sure you will be able to get the array variable(not sure why)
So, I just wrote
variables('A')
So, I wanted to ask you just want to notify yourself that this particular item has reached minimum quantity? So that's why I said just to send the name of the item.

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pcpatter 27 on at

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The output will be used to place an order so in a perfect world it would include some minimum amount of information from the sharepoint list. Namely the catalog #, description, actual quantity, minimum quantity. This would be all the information needed to place the order and know how many to order.

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Sundeep_Malik 6,484 on at

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@pcpatter
Ok then try adding all the things in that append. See if you are getting the appropriate result. Otherwise make separate variables for each.

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pcpatter 27 on at

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I tried to run it but the email never comes in so I don't know where I am going wrong now unfortunately

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Sundeep_Malik 6,484 on at

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@pcpatter
Can you share your flow ss in edit mode?

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pcpatter 27 on at

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I showed my husband your workflow and he was able to get it to work see he better knows what should actually go in as inputs! Thanks!

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