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Send email to multiple recipients according to Sharepoint list entries

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Posted on by cardboardboxes9

Hi all,

I have a Sharepoint list, where each record has a primary owner and delegate owner(s). The delegate column can have multiple people. I have a recurring trigger that checks for a series of conditions within each record, and if satisfied, an email needs to be sent to the primary owner and cc all the delegates listed for that record.

I followed the instructions at Solved: Send email to multiple recipients from Flow with P... - Power Platform Community (microsoft.com) which looks like this:

This "worked" however what happened is:

one email is sent re Client A to Manager 1 and cc all emails 1 & 2 & 3 & 4; and one email sent re Client B to Manager 2, and cc email 1 & 2 & 3 & 4. It appears the string is including all values in the Delegate column, irrespective of rows.

What I need it to do is:

send one email re Client A to Manager 1 and cc email 1 & 2 only, and then a separate email re Client B to Manager 2 and cc email 3 & 4 only.

Any ideas? Am I missing something? Any help is appreciated, thank you.

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Using flows

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trice602 15,404 Super User 2025 Season 2 on at

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Hi @cardboardboxes9 ,

This worked in my testing. I got two different emails per your requirements. Please mark as a solution and give me a thumbs up! Always glad to help! Tom

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cardboardboxes9 16 on at

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Hi @trice602

Thanks for the suggestion. I tried your suggestion first actually (before doing the string variables) and I received four (4) emails:
Re Client A, to Primary and cc Delegate email 1
Re Client A, to Primary and cc Delegate email 2
Re Client B, to Primary and cc Delagate email 3
Re Client B, to Primary and cc Delegate email 4
Any ideas why this didn't work for me?

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trice602 15,404 Super User 2025 Season 2 on at

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Hi @cardboardboxes9 ,

Yes, I suspect this is your apply to each action, please review my 3 step flow. When you create the action get items and then step (without any other actions) is to add a send email (v2). Then select 'primary' in your to field. This will automatically give you the correct apply to each that is based on the primary (so you get two separate emails). My recommendation is to remove everything below your recurrence and then just add Get Items and Email (V2). My test worked this way and I am using the same SharePoint List sample you provided.

The reason why you are getting four separate emails is because you are doing an apply to each on the delegates not the primary.

Let me know if that works for you; or we can dig into the specifics later tonight. Always glad to help! Tom

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cardboardboxes9 16 on at

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Hi @trice602 thanks for replying so quickly 🙂

To be sure I deleted everything and recreated it, but I can't figure out how to get it the way you described.

When I add the Primary Email in the To field, it automatically adds the Apply to Each with "value" from Get Items.

When I then add the Auth Delegate in the CC field, it automatically creates another Apply To Each box.

To be sure I tried changing the Apply to Each 2 output to Primary and the flow failed. So confusing!

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trice602 15,404 Super User 2025 Season 2 on at

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Understood, sorry, I know flows can be a pain sometimes. Can you share your delegate column in SharePoint please? You can see in my test, mine is a string and I have the two emails separated by a semicolon. When I add in my cc field, I don't get the 2nd apply to each so wondering if your delegate column is different than mine. Always glad to help! Tom

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cardboardboxes9 16 on at

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Hi @trice602, really appreciate the help! The Delegate column is a "person or group" field, and users will select staff from our internal directory.
Is your Delegate column a free-text field?

Thanks again 🙂

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trice602 15,404 Super User 2025 Season 2 on at

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Give me a little bit of time; I think I have a solution that converts that so it works. Always glad to help! Tom

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trice602 15,404 Super User 2025 Season 2 on at

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Sorry, I haven't used that column in my lists and haven't figured it out yet. Hopefully someone will jump in and solve this for you! I will get back to it this weekend! Always glad to help! Tom

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