Unintended Multiple Email being Sent

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Posted on 10 Nov 2022 22:51:31 by Phineas

5,179 Super User 2025 Season 2

I have created a 'send email' flow when an item is created in a SharePoint List.

I have data from a Microsoft Form populating a SharePoint 'Survey Data List'.

When a new survey is submitted, the data is added to the SharePoint List.

This action triggers a 'Send Email' flow.

The email addresses are in a separate SharePoint 'Names and Emails List'.

There is a condition in the flow that says If the content of two 'Title' and 'Category' match send the email to the address associated with that Category on the 'Names and Emails List'.

Everything is working; However, every time and item is added to the List emails for every line item on the list go out to those associated.

I only want the flow to send out one email to the person associated with the new item added to the List.

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Ajinder31 530 on 15 Nov 2022 at 16:54:51

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Re: Unintended Multiple Email being Sent

Hi @Phineas , It should work fine for gmail account as well.

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Phineas 5,179 Super User 2025 Season 2 on 15 Nov 2022 at 16:52:30

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Re: Unintended Multiple Email being Sent

Does the 'Send an Email (V2)' Office 365 Outlook action limit the process to ONLY sending to Outlook email addresses?

Can the above also be used to send emails to Gmail accounts, or is another send email action a better choice?

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Ajinder31 530 on 14 Nov 2022 at 10:45:35

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Re: Unintended Multiple Email being Sent

Hi @Phineas , I created something similar on my end. Please have a look at below screenshot and let me know if it helps.

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Phineas 5,179 Super User 2025 Season 2 on 11 Nov 2022 at 18:03:16

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Re: Unintended Multiple Email being Sent

And what should the filter value be/look like?

Also, the flow is working - kind of. It is sending only one email, but it is sending to the same box rather than the right box.

My Lookup in the Survey List is not auto-populating for new items added, as I assumed it would.

I'm still having an issue with the flow finding and choosing the correct email dynamically.

Names and Emails List

Survey Data List

Based on the above, what should go in the red circles below.

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Ajinder31 530 on 11 Nov 2022 at 17:45:58

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Re: Unintended Multiple Email being Sent

Hi @Phineas , I think so. What is the output of Get items?
I assumed Get Items should always return only 1 value filtered based on Category but if Filter query is null then it's returning all the items

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Phineas 5,179 Super User 2025 Season 2 on 11 Nov 2022 at 17:43:30

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Re: Unintended Multiple Email being Sent

Is this a concern? Should / Can I fix this somehow?

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Ajinder31 530 on 11 Nov 2022 at 17:37:28

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Re: Unintended Multiple Email being Sent

Hi @Phineas , The warning is because there is no Filter query or other options specified. In absense of those Get items is supposed to get all the records from the list which is mostly not a good idea.

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Phineas 5,179 Super User 2025 Season 2 on 11 Nov 2022 at 17:22:22

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Re: Unintended Multiple Email being Sent

This is what I've got now.

It seems to be working, though I'm still getting a warning about not using the ODATA filter query.

I'm testing again.

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Ajinder31 530 on 11 Nov 2022 at 17:00:10

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Re: Unintended Multiple Email being Sent

Hi @Phineas , The flow looks good. Any issue you're facing?

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Phineas 5,179 Super User 2025 Season 2 on 11 Nov 2022 at 16:55:51

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Re: Unintended Multiple Email being Sent

I apologize for the back-and-forth; I'm really bad at this.

Here is what I have now. I also included a Lookup column in the 'Survey List' that is pulling in the email from the 'Names and Emails' List. It's still not working.

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