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Send summary email to user who triggered approval flow

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Posted on by JS354

How can I add a step to my attached flow that will send an email to the person who triggered the flow, that contains a list of who they sent it to and the date/time? The approver names are entered in the trigger input and come out as email addresses. How can I convert those to names? Is it possible to have them listed more like a checklist in the email? Some users would like to be able to look back at the email and compare to SharePoint to see who has completed their approval.

Also, the flow doesn't currently check if an approver has not responded and send them another email to remind them. Is that difficult to add?

This flow has been working well, but I would like to improve it. If you have any other suggestions, I would love to hear! It is used by a team of project managers who use the flow to request approval on their documents. I have kind of cobbled it together from various articles/posts and don't fully understand how everything works, so please explain like I'm 5. Thank you!

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santi_95 77 on at

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If you have the email you can try and use the Get User Profile action to get their full profile and extract their name.

Add a last step in your flow sending a summary email to the person who triggered it, you can build a table with the approvers and check who responded and who didnt including that in your email.

Hope that helps.

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JS354 32 on at

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Thank you for the response! Could you give me more details on how to do this? Do I have to do a "Apply to each" after the second initialize variable to get the profile for each approver? I tried to do that and get the following error on Get user profile:
InvalidTemplate. Unable to process template language expressions in action 'Get_user_profile_(V2)' inputs at line '0' and column '0': 'The template language expression 'json(decodeBase64(secrets('X-MS-APIM-Tokens')))['$connections']['shared_office365users']['connectionId']' cannot be evaluated because property 'shared_office365users' doesn't exist, available properties are 'shared_approvals, shared_flowpush, shared_sharepointonline, shared_office365'. Please see https://aka.ms/logicexpressions for usage details.'.
Thank you.

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santi_95 77 on at

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Thats right you would have to do it for each approver. You should use the email of the approvers in the Get User Profile action.
After your approver variable use this action to get all their names and create a table with that data. You could have 3 columns one for their name and the other for 'Status' (if they approved or not) and a last one with a formatdatetime(utcnow(),'yourformat') expression so you have a timestamp. After the approval you check who it was and add a approved or something to your status column.

I hope that helps.

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