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Send Emails for Each Item from Filter Array

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Posted on 15 May 2023 22:28:57 by JWallsKC

Hi all,
I have a Sharepoint list that includes names, tasks, emails, and check-in times, as well as other columns not relevant to this issue. The check-in time column is a calculated field created from individual date, hour, and minute columns, so it can't be filtered directly through a filter query.
After using a filter array to filter for items where the current time is greater than the check-in time, I want to send an email for each item/person past their check-in time. Note that I also want the email subject and body to contain dynamic content, such as the task.
I originally tried using a filter array, and then directly going into an "apply to each" for each list item and sending an email. However, when the filter array didn't contain any items (i.e. nobody was past their check-in time), the flow never completed - it just ran endlessly. Because of that, I added a condition to only send an email if the filter array wasn't empty. The resulting flow looked like this.
Unfortunately, I have two problems now:
1. The flow never stops "running" and doesn't send any email notifications to individuals past their check-in times. (Note: the flow runs successfully if nobody is past their check-in time when it runs).
2. After using the filter array, I no longer have access to dynamic fields (such as the "tasks" field) in the email body.

I'd really appreciate any advice/insights!

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JWallsKC 28 on 17 May 2023 at 09:53:09

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Re: Send Emails for Each Item from Filter Array

Thank you! That worked. And yes, you were correct that it was running into the connector throttling limits. I switched it over to "Send an Email (V2)", and it works great.
v-wenjuan-msft Microsoft Employee on 17 May 2023 at 09:31:09

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Re: Send Emails for Each Item from Filter Array

Hi @JWallsKC ,

Double click on your dynamic content to focus on it and press Crtl+C to copy it.
Switch to Expression bar and paste it. Delete the highlight part, you will get the function which you can use to call it in Filter array.

Community Support Team _ Wenjuan Zou
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JWallsKC 28 on 16 May 2023 at 16:57:48

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Re: Send Emails for Each Item from Filter Array

Thank you! I really appreciate the tips. Unfortunately, I'm still having the second issue. I can't use the expression "item()?['changetoyourcolumnname']" for the email addresses, because 'email address' isn't an actual column. It's connected to the "Name" column. The name column contains their Outlook contact information, including their email address, among other details. I usually use the dynamic content feature to reference the email, but can't seem to do that when using a filter array. Any work-arounds for this?
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v-wenjuan-msft Microsoft Employee on 16 May 2023 at 06:36:23

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Re: Send Emails for Each Item from Filter Array

Hi @JWallsKC ,

I have checked your snap and I think your current flow should work smoothly. But may I know which step does the flow exactly stuck on?
If the flow stuck at "Send an email notification (V3)" action, I'm afraid it touch the connector throttling limits. Refer to below link for further information:
Mail - Connectors | Microsoft Learn
It means each connection can send only 5 mails within 5 minutes.

Advice is to replace it by "Send an Email (V2)" .

As for your second issue, it's by-design feature. We can use function to call out the field we want:

item()?['changetoyourcolumnname']

Community Support Team _ Wenjuan Zou
If this post helps, then please consider Accept it as the solution to help the other members find it.