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Get Items from SP List then Email Each Item Owner - sends multiple emails

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Posted on by Ruth_Mc

I have a Flow set up to retrieve ant items matching a filter query, then email the Key Stakeholder of that list item. The idea is that the flow sends an email to each item key stakeholder about that list item. Then updates the list item to state an email has been sent. Simple right? NO.

The Get Items part works, and the update list item works, however the send email action sends an email for each item returned to each Stakeholder resulting in several emails sent to each person. Not what I want, the idea is that the Stakeholder receives an email for the item that is assigned to them. I have tried adding a Get user Profile step in to the Apply to Each stage instead of using email Key Stakeholder (the result returned from the list), but it falls down when I try to select send email for Current Item in the Second Apply to Each step causing the flow to fail. How do I tell it to get the user for the list item, then email that user about that list item only, not the other list items returned in the get items step?

Example of Flow

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v-bacao-msft on at

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Hi @Ruth_Mc ,

One thing we need to know about Key Stakeholder filed, is it a person field allows multiple selections?

If this filed always pick one person, please consider disable allow multiple selections of this filed.

Do you only want to get the items responsible for Key Stakeholder contained in the item mentioned in the trigger?

Please provide more detail so that we could provide a proper workaround for you.

Best Regards,

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Ruth_Mc 2 on at

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Hi @v-bacao-msft The Key Stakeholder field is a people picker field currently set to allow multiple selections, however I can easily change this as mostly there is only one Key Stakeholder.

The Get Items action after the trigger of When and Item is created or modified, needs to get all items marked as 'Email Stakeholder' in another choice column. Then I want the flow to send a separate email for each individual list item returned to the person marked as the Key Stakeholder on that list item. Mostly there should only be one email per person as the Key Stakehoder will be different on each item. Currently each stakeholder is getting a separate email for ALL the items returned, not just their own one! Not ideal.

Hope that helps clarify.

Kind Regards, Ruth

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v-bacao-msft on at

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Hi @Ruth_Mc ,

If you could set the person field to allow only one selection.

Please try to refer to the following method to group items by Key Stakeholder.

Initialize array variable to store all Key Stakeholder’s emails in filtered items.

Use Append to array variable action to append emails to the variable.

Initialize array variable to store the data that need to be displayed in the HTML table.

Use union() function to remove the duplicate emails from the Key Stakeholder variable.

Iterate the above result and get the items which contain the same Key Stakeholder.

Append the details of the item to the HtmlTable array. Finally, create an HTML table and send it by email.

At the end of each loop, we need to use Set variable action to clear HtmlTable array.

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Best Regards,

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