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Power Platform Community / Forums / Power Automate / Send one email for mul...
Power Automate
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Send one email for multiple users in SPO List

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Posted on by Vstar19 381

Hi, 

 

I have a sharepoint list which contains basic information such as 

 

Item      | Owner 

Item A  | joe.bloggs@domain.com

Item B  | john.smith@domain.com

Item C | joe.bloggs@domain.com

Item D | john.smith@domain.com

Item E | john.doe@domain.com 

 

I want to send an email out every week to the users to confirm if they still have that item.

I can write a flow to send email to every owner for every item, but that means that users like Joe bloggs will receive multiple emails. 

 

Is there a way i can summarise the data in flow. 

 

so for example : Send one email to every user and that one email shows all the items that user has, opposed to sending multiple emails to every user

 

e.g Joe Bloggs receives an email stating in the body of the email that he has Item A and Item C in his possession. 

  John Smith receives an email stating in the body of the email that he has Item B and D in his possession. 

  John Does receives an email stating in the body of the email that he has Item E in his possession. 

 

hope that make sense. 

Thanks

 

 

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General topics
I have the same question (0)
  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    My advice would be storing it in an array {"email":"email body"}. Then Fiter array on email. The you have the subset to send to the user.

     

    Hope this gives you food for thoughts.

  • Verified answer
    Ellis Karim Profile Picture
    Ellis Karim 11,937 Super User 2026 Season 1 on at

    Here is one approach to the problem, where each user is sent a single email informing them of the items in their possession:

    ekarim2020_0-1630764305924.png

    The flow looks like this, and the steps are explained blow:

    ekarim2020_9-1630767899154.png

    (1) Use the Get items action to get all the items from the SharePoint list.  Then using the Select action we select just the email addresses from the list of items that were returned by the Get items action:

    ekarim2020_2-1630765128900.png

    Now we have a list of all the email addresses including duplicates:

    [
      "joe.bloggs@domain.com.local",
      "john.smith@domain.com.local",
      "joe.bloggs@domain.com.local",
      "john.smith@domain.com.local",
      "mr.bean@domain.com.local"
    ]

    (2) We can use the union function to remove the duplicate email addresses:

    ekarim2020_3-1630765953150.png

    union(body('Select'),body('Select'))

    Now we have a list (array) of email addresses with no duplicates:

    [
      "joe.bloggs@domain.com.local",
      "john.smith@domain.com.local",
      "mr.bean@domain.com.local"
    ]
    (3) Next, we use an Apply to Each loop to iterate through all of the unique email addresses produced by the Compose Unique Email action, one address at a time :
    ekarim2020_4-1630766235141.png

    (4) We next use the filter array function to parse and filter all the items returned by the earlier SharePoint Get Items. We will select only those items from the output of the earlier Get Items action where the email address is equal to the current email address of the loop. So starting with the email address of "joe.bloggs@domain.com.local" we select all items from output of the Get Items action where the email address is equal to joe.bloggs@domain.com.local:

    ekarim2020_5-1630766371778.png

    (5) We then extract all of the items in the user's possession in the Select 2 action below (the column name in my SharePoint list is Title):

    ekarim2020_6-1630766855011.png

    The Select 2 action produces a list (array) of all the items in user's possession. For example, during the first iteration of the loop, the items for "joe.bloggs@domain.com.local" are selected by the Select 2 action.

    [
      "Item A",
      "Item C"
    ]
    This matches the SharePoint list data:
    ekarim2020_1-1630771299030.png
    (6) We then use a join function to transform the list produced by the Select 2 action into a string which can be used in an email. Eg. ["Item A", Item C"] is transformed to a "Item A, Item C":
    ekarim2020_7-1630767264876.png
    (7) Then finally in the Compose 2 action below I produce the message. Here you can replace this action with the Send Email action:
    ekarim2020_8-1630767583600.png

     Compose 2 outputs:

     

     

    To: joe.bloggs@domain.com.local
You have the following items in your possession:
Item A, Item C


To: john.smith@domain.com.local
You have the following items in your possession:
Item B, Item D


To: mr.bean@domain.com.local
You have the following items in your possession:
Item E

     

     

     Ellis

     

  • Vstar19 Profile Picture
    Vstar19 381 on at

    Hello Ellis. 

     

    Wow. Thank you so so much for this. I was trying for ages. I got to the part where you do a Union on the email address, but got stuck after that. 

    This has helped me so much, not only in my solution, but helping me understand more about Flow and some actions that are available to us. 

     

    Thank you again so much. 

  • kmw1130 Profile Picture
    kmw1130 995 on at

    @ekarim2020 Thank you for this solution, but I maybe doing something wrong.  It works great except I get more than one email (I have 3 items assigned and I get 6 emails - 2 each).  I want to be able to get the list of AssignedTo users in the list and list their items in the email.  Ideally I'd like 1 email that list their 3 items.  I'm just not sure why I'm getting 2 each emails for each item.

  • Ellis Karim Profile Picture
    Ellis Karim 11,937 Super User 2026 Season 1 on at

    Hi @kmw1130 ,

     

    Please share your flow and some sample data.

     


    Ellis
    ____________________________________
    If I have answered your question, please mark the post as Solved.
    If you like my response, please give it a Thumbs Up.

  • kwilliams Profile Picture
    kwilliams 34 on at

    My SharePoint list example:

    CategoryTitleAssignedTo
    Category ADocumentsKim Williams
    Category BInvoicesKim Williams
    Category CRecordsKim Williams
    Category AReportsJohn Doe
    Category BSpreadsheetJohn Doe
    Category CLogsJohn Doe

    Assigned To gets one email with each Category and the Title assigned to them.

    This is my flow:

    kwilliams_0-1678313954891.png

    Actions Expanded

    kwilliams_1-1678314030130.png

    kwilliams_2-1678314174426.png

    kwilliams_5-1678314324000.png

     

     

    kwilliams_4-1678314299490.png

     

     

  • Ellis Karim Profile Picture
    Ellis Karim 11,937 Super User 2026 Season 1 on at

    Assuming "Category" column a Text column and "Assigned To" column a person column.

     

    Check that the Apply to Each loop uses the Compose action (contains the expression with the union() function to select unique email addresses):

     

    Snag_2468cd.png


    Ellis
    ____________________________________
    If I have answered your question, please mark the post as ☑️ Solved.
    If you like my response, please give it a Thumbs Up.
    My Blog Site

  • kwilliams Profile Picture
    kwilliams 34 on at

    @ekarim2020 Category is a choice field and Assigned to is a People field.  The only reason I would use the Choice field is in the email letting them know the Category and the Title, but it's not necessary.

  • apieri Profile Picture
    apieri 2 on at

    Hello ekarim2020! I am trying to follow this solution but when I get to the Filter Array piece, the output does not produce anything. I am using a People Picker field, and trying to extract the email address from that data. Is there a way that I can access the email data within the "Director_x002f_Manager" array? Let me know if you need more info. Thanks!

    Filter Array.PNG
  • Ellis Karim Profile Picture
    Ellis Karim 11,937 Super User 2026 Season 1 on at

    Check that your Select action is in text mode

    Snag_11b7716c.png

    And the Filter Array action should be similar to the following:

    Snag_11be1cf1.png

     


    Ellis
    ____________________________________
    If I have answered your question, please mark the post as ☑️ Solved.
    If you like my response, please give it a Thumbs Up.
    My Blog Site

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