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Send email with options to multiple recipients based on user response and update SharePoint item

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Posted on by Bdb1501

I am developing a Microsoft Power Automate flow designed to prompt users to select "Yes" or "No" and subsequently update their responses in a SharePoint list. The flow is intended to send emails to approximately 450 individual users.

Currently, the flow is manually triggered and uses a "Get items" action with a filter query to retrieve data from a SharePoint list. Following this, a "Send an email with options" action is used to solicit user responses. Based on the user's selection, a conditional "Update item" action records the response in the SharePoint list.

However, I am encountering an issue where the "Send an email with options" action appears to be failing. The flow has been running for over eight days, and I have observed that emails are not being sent to all users. Specifically, emails were sent to approximately 20 users, and then the flow ceased sending further emails.

Could you please advise on a method to resolve this issue and ensure emails are sent to all 450 users? Additionally, are there any alternative or supplementary methods that could be implemented to achieve this goal more effectively?

Thank you for your assistance.

Send an email with options Power Automate.jpg

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rzaneti 4,485 Super User 2026 Season 1 on at

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Hi @Bdb1501,

The Send email with options action is tricky. Whenever you add it to your flow, the flow execution will be paused until it gets a response, and then move forward again.

From your end, it looks like the flow is sending one email at time, and it will jump to the next iteration of the Apply to each only when the current email receives a response. You technically could work with a concurrency control for your loops, but it still won't solve the problem 450 users.

My recommendation: if you are comfortable in working with Solutions in Power Automate, break your flow into two pieces: the first will simply have whatever steps your current flow has until the initialization of the Apply to each; while the second flow, a child flow, will exclusively have a Response action, the Send email with options action and the later processes related to it (Condition + SharePoint actions). The idea is to call the second flow as a child from inside the Apply to each of the first flow (that's why you need to organize your assets into a Solution), so the run of your first flow won't be paused while it waits for the response to the email with options.

If you are not familiar with Solutions in Power Automate, refer to this blog. If the steps above are not clear or if you don't know how to exactly set up the Child flows, let me know and I will be happy to provide you with a more detailed step-by-step in the upcoming days.

Let me know if it works for you or if you need any additional help!

If this is the answer to your question, please mark the post as Accepted Answer.
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rzaneti 4,485 Super User 2026 Season 1 on at

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Hi @Bdb1501,

I just want to confirm if you had a chance to test the solution recommended in my previous post. If it solves your problem, please mark the post as Accepted Answer.

Let me know if it works for you or if you need any additional help!

If this is the answer to your question, please mark the post as Accepted Answer.
If this answer helps you in any way, please give it a like.

Check more Power Platform content on my website.
Lets connect on LinkedIn.

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Bdb1501 18 on at

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Hi @rzaneti

Thank you for your reply and the solutions provided.

I have created a parent and child flow within a solution as per your suggestion. However, the email was only sent to 50 users. It seems like the next user in the queue gets the email after a response. Addionally, I have enabled concurrency control and set it to 50 (the maximum), is there a way to increase this limit or any other method you suggest here? Your assistance with this would be greatly appreciated.

Parent flow:

Child flow:

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rzaneti 4,485 Super User 2026 Season 1 on at

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Hi @Bdb1501,

Sorry for not clarifying it in my first post: for the Child flow, make sure to allocate your response before the Send email with options action, like in the example below. If the problem persists, try to use the Response action from the Request connector instead of the Respond to Power App or flow:

What's happening here? Your Parent flow is calling the Child and will move to the next loop iteration only after receiving a response from them. Since the response step is allocated after the Send email with options, you are facing the same issue as before. After making this change, Child flow will first respond to Parent (allowing the later to move to the next loop iteration) and then send the email with options :)

Let me know if it works for you or if you need any additional help!

✅ If this solved your issue, please mark it as Accepted Answer.
👍 If it helped, feel free to give it a like!

🌐 Explore more Power Platform content on my Website or on my ▶️ YouTube
💼 Find me on LinkedIn

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Bdb1501 18 on at

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Hi @rzaneti,

Thank you for your solution. Yes, it works for me, and I am able to run the flow without any issues. Thank you so much for your suggestion and the time you spent on this issue. I really appreciate it. therefore, I am accepting the answer.

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