Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

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Posted on by Sheen

@Matthy79 Thank you so much for responding to my message, I hope you can help 🙂

Here is the new post as suggested.

My main list is in SharePoint and is called Opportunities List which hosts a list of opportunities that become available in the business - see SharePoint dummy attachment ( I have changed some of the details from the previous screenshot to make it less confusing). Pluto and Mars were fictional locations I added to show a bit more detail in the email - the location of the opportunity is one of the fields I would use in the email.

The Opportunities List has two columns, namely 'Business Line' and 'Discipline'. I will use the data in these columns to identify which individuals need to be notified about the new roles that have been added. To provide more context, we have 5 business lines in total and each business line has a list of disciplines.

When an Opportunity is created it is allocated a discipline that is required for the role as job titles are often too ambiguous to provide enough information.

My Excel list (see revised screenshot) has a list of every line manager in the business line and the disciplines that report to that line manager.

What I would like the flow to do is:

get new items that have been created in the Opportunities list for each business line & which disciplines are required (let's use Transport for this example)
then match the Business Line & Disciplines to the Excel list to find which line managers have people in their teams who might be suited to the available opportunity
Once the flow finds the line Manager ( in this case for Transport, Joe Bloggs needs to know about the Cad Drafter role and the Cost Controller opportunities)
It then creates the HTML table and emails Joe only those roles.

At the moment my flow finds Joe but then it sends Joe all the roles. I then tried a few other iterations but that ended up sending each role to the person in separate emails and sent it multiple times. I have tried a few iterations but I suspect I need to create arrays/variables which I haven't had experience in.

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Matthy79 4,180 Super User 2024 Season 1 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

Hello @Sheen

I think you forgot to add the attachments.

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Sheen 26 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

Oops, sorry!! here you go 🙂

Sharepoint.JPG

Email sample.JPG

excel.JPG

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Matthy79 4,180 Super User 2024 Season 1 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

Hello @Sheen

So what is the trigger for your flow? A new item in the SharePoint list, a schedule or something else? If trigger how would it be possible that there are multiple lines in the email. If schedule how do you identify new records?

In your sample of the SharePoint list (line 2). Why did you highlight line 8 in Excel and not (also) line 10? Should only be the first hit get an email

I think I will have a view more questions depending on your answers 😉

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Sheen 26 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

HI @Matthy79

Sorry for the delay in replying to your message - been a bit busy with the fam over the festive season. Happy new year to you!

I dont mind answering your questions, just super grateful for the help.
1. Trigger - I am looking to schedule the flow to run on a Monday morning and a Wednesday and to pick all the new items that have been listed - I thought I would use the UTC now function to identify new records within the last 2 days
2. the excel list is a list of all the line managers and the disciplines they have reporting into them, this list essentially remains the same (except for when people leave the business or new people are appointed as line managers), the reason I highlighted them is because for this example these are the only people who would get notified about the roles. So I dont want every line manager to be alerted about new roles as they may not be relevant to them and this would create a situation where they dont check the emails. I am looking to limit the amount of notifications to increase the potential of getting people to check whats available.

Hope that helps

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Matthy79 4,180 Super User 2024 Season 1 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

Hello @Sheen

Happy new year to you too. Still don't get why you selected line 8 but not line 10. Please clarify that.

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Sheen 26 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

Hi Matthy,

Sorry I have confused you - lets start again with a better example.

Sharepoint is the list where the opportunities/roles will be loaded, I have made sure that the Sharepoint list is filtered to only focus on one business line (In this example I will use the business line called 'Roads') . I have also created a separate Excel sheet for each business line (I intend to create a separate flow for each Business Line as there are some disciplines are across multiple business line and this will create a problem).

So in the example use below 3 seperate emails would go out with only one role / email, however in reality a line manager might have a few disciplines in his / her team and there could be a few roles that match the people he / she has - I would like all the relevant roles to end up in one HTML table. I have tried to go back to your original example but I am still not coming out with the right result.

Hope you can help. Feel free to ask away, I am now back at my desk full time

excel.JPG

Sharepoint.JPG

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Matthy79 4,180 Super User 2024 Season 1 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

I really read a lot of topics and it is not easy to always think into every topic again after weeks so please try to post more frequently. I couldn’t find a topic where I already provided a solution to this problem. Maybe it is in some other thread.

Let us do it this way. You provide some sample data (json not screenshots) and a desired output and I will provide a solution.

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Sheen 26 on at

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Re: Connecting a SP list & excel list, where data matches sent the relevant items in an email to the user

No problem, really appreciate the help. this is what I have come up with. However I have tried a few other iterations along the way

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