Need flow to send one email when multiple SharePoint items are deleted

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Posted on by LS579

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Hi,

I am trying to build a flow that will send one email out to DLs once duplicate items are deleted from a SharePoint List. There are typically 40-45 duplicates to delete from the List, so currently, I am getting 40-45 emails sent out as an email is sending for each item that is being deleted instead of sending one email out once they are deleted. How can I fix this or what flow would work better than what I am currently doing?

TIA

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ScottShearer 25,290 Most Valuable Professional on at

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@LS579 When are the items being deleted? All at once or scattered over time?

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ScottShearer 25,290 Most Valuable Professional on at

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@LS579

If it is practical to do so, you might consider creating an alert for your users configured to send an email when an item is deleted. Then, select the daily summary option. No Flow required.

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LS579 134 on at

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@ScottShearer The items are being deleted all at once. So we have a list that gets updated each morning and once the list updates, we have another flow that deletes all the duplicate items, so that only the newer content is available to view and search.

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ScottShearer 25,290 Most Valuable Professional on at

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@LS579

See my post above where I suggest creating an alert. Configure the email to go out shortly after the Flow that deletes the items runs.

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LS579 134 on at

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@ScottShearer Unfortunately, my manager would like it to run in a Power Automate flow as she is trying to get away from using SharePoint alerts. Thank you for your suggestion though. I will run it by her if we can not resolve this flow.

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ScottShearer 25,290 Most Valuable Professional on at

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@LS579

Other than using an alert, the only option is for you to record the items that have been deleted somewhere else, such as a SharePoint list. Then, periodically (using a recurrence trigger) send the emails which list all the items in the list - easy to format it as a table. Then, I would delete all the items in the "deleted items" list...

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LS579 134 on at

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@ScottShearer I have just come to this realization myself. Thank you for your help. I am going to use a recurrence as the trigger instead of an automated trigger and send a link to the list in the email.

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