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Loop to send email?

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Posted on by spoye

Can someone please help, i have posted this before with no answer. We have a sharepoint form that has "sign off"

for 6 departments. The departments are set up as check box, when ALL departments have signed off we then trigger an email. We have been unable to figure this out, is there a table to look or a view to see if all 6 have signed off. I was told to use a do until but that doesn't work. Please help if possible.

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abm abm 32,852 Most Valuable Professional on at

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Re: Loop to send email?

Hi @spoye ,

Could you post a screen shot of your form please?

Thanks

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spoye 48 on at

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Re: Loop to send email?

Above is the screen shot we need to check the department and once all departments have completed we send the email

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abm abm 32,852 Most Valuable Professional on at

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Re: Loop to send email?

Hi @spoye ,

Thank you for the reply.

Believe this is stored in a list in SharePoint.

Option 1:
You could trigger against list modified or created. Check all the checkboxes are set to true. Disadvantage is flow will trigger multiple times (minimum 8 times).

Option 2:
If you don't want the flow to trigger mulitple times then schedule your flow to trigger once or two times a day. Look for the list and check all the checkboxes are set to true or not. Here the disadvantage is email won't be going immediately after all the checkboxes are set due to flow is triggered on a particular schedule interval.

Option 3:
I am not sure about this. You could investigate whether you could dynamically show a field and set a particluar value. So in your case create a new field called "All Dept Ok" (Check box. Default as false). This field will be hidden in your form initially. When ever the form gets saved you need to check all check boxes are set then set this value to true. Trigger a flow against this new field when it is set to true. So to achieve this you need to customise your form to set some dynamics values.

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Thanks

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spoye 48 on at

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Re: Loop to send email?

Thanks, but another is we dont know how to locate the list or how to program against it?
I have been searching, but not found a way to do it.

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ScottShearer 25,268 Most Valuable Professional on at

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Re: Loop to send email?

@spoye

I have created a Flow that represents one solution to your issue. To simplify the Flow, I used yes/no columns for the department sign-off rather than a choice column. In addition, I added a column called Email Sent - that column gets set when the email is sent and is used to stop the Flow if subsequent changes are made to the list. Please let me know if this works for you.

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abm abm 32,852 Most Valuable Professional on at

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Re: Loop to send email?

Hi @spoye ,

You could update the email sent field via flow once you send your main email after all the check boxes are set to true.

Thanks

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spoye 48 on at

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Re: Loop to send email?

Thank you vey much for the help but i don't understand,will the flow not send the email right from the start?

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ScottShearer 25,268 Most Valuable Professional on at

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Re: Loop to send email?

@spoye

The Flow runs when an item is created or changed. An email will be sent when all departments have set the yes/no column to yes.

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spoye 48 on at

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Re: Loop to send email?

So it will work with our set up which are check boxes, and remember once checked the next department to log in doesn't see it as checked so it is never saved, not sure how to do that.

and again thank you very much for any help

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ScottShearer 25,268 Most Valuable Professional on at

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Re: Loop to send email?

@spoye

No - it will not work with your check boxes - they are an option column set to allow multi select. I used a series of yes/no columns because using the check boxes will greatly complicate the Flow.

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