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Turn off Apply to Each to prevent multiple emails being sent to recipient

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Posted on by Community Power Pla... Microsoft Employee

Hi,

I have the following Flow:

When an email arrives in the shared mailbox with a particular ID from a client, a log is created in SharePoint for the incoming request (Request Log List), then SharePoint checks the Agent List on SharePoint to see who the ID belongs to and then sends an email notifying the agent whose email got autopopulated on the Request Log List responsible for the ID. Here is what the flow looks like:

The problem is, the agent is getting multiple emails for ids they are not even responsible for and I suspect it is because of that apply to each function, so I hoping someone can help me find a solution so that agents get only 1 email for the ID they are responsible for only.

PS: the incoming emails from the clients contain a PDF file (not sure if this information is helpful but I just wanted to mention that)

Thank you

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Ed Gonzales 4,531 Most Valuable Professional on at

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@Anonymous

Hey there - You're right (from what I can tell)...Because you used the step "Get Items" (note the plural), it is getting everything on that SP List, then cycling through it all.

If you only want the details of that one thing, see if Get Item by ID will work (hard to tell without seeing the rest of the flow), that will return a single row.

Keep us posted.

-Ed

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Community Power Pla... Microsoft Employee on at

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@edgonzales
I tried Get Item with ID but it did not work. Here is my complete flow:

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Ed Gonzales 4,531 Most Valuable Professional on at

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So the Get Items step, does it have a filter on it to match the ID from the email to the ID in the SP list? You'll want to have that in place...and then I presume that each ID is only in the SP list one time, right?

Even if the results are only 1 item long, Power Automate is still treating it as a list since that is the expected output of that step. You can avoid the loop by wrapping the result in something like a first()...check out Elaiza's video here:

Then, you can move onto your Send email step without having a loop.

Good luck,

-Ed

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Community Power Pla... Microsoft Employee on at

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hi everyone,

I was able to solve this issue, so after the Get Items action, I added an initialize variable function to prevent the "Apply to each" action from happening, here is what the middle step I added after Get Items:

And then, instead of directly taking the email address from the SharePoint List, I took it from the initialize variable and it worked! Hopefully my solution helps anyone in the same boat as me 🙂

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