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I have a Sharepoint list that has information uploaded to it on a weekly basis. On a recurring basis, I want a flow to filter by the person field and send all the associated items to each employee without having to send an individual email per item. I've tried a few different things with no success. I saw @Tmalonson do something similar but did not fit quite what I was looking to do.
Like I said, it depends on how your list is set up.
If you are having thousands of inputs, I imagine that you are using different views to help organize the information?
Or, is it one line item per employee and forms populate other columns?
Being as we are looking to grab every item in the list at some point and collate them into different emails, we should be able to set a Return Count for Get Items to minimize this issue.
Alternatively, if you have different views for different branches, types of training, managers, or any other type of of organizational division, we can limit the flow by a view to minimize the datapool and simply copy the flow, then change the data pool.
It seems very likely that there is a way to accomplish what you want to do; but like I said, I'm working with minimal information. OH, and I realized that I failed to answer your original third question; re-submitting the flow manually would not result in sending the same information numerous times. The reason is because we are going to use the Flow modified column as a way to filter out items which have already been accounted for/sent out.
Thank you for such a quick reply! Given your response to question #3, I'm wondering if this solution will work for what I am hoping to achieve.
Basically we have 400+ employees submitting trainings completed throughout the year into a Microsoft Form. As you can imagine, this leads to thousands and thousands of entries. I currently have a flow set up where the Form responses are captured into a SharePoint List. I was testing/hoping to see if I could set up a flow that would either be triggered or run on a regular cadence to send an email to each employee that had submitted trainings so far, with a list of the trainings they had submitted from the SharePoint list.
Given the scenario described, do you think it's possible to make this flow work with such a large volume of items in a list?
Okay so,
1. The flow modified needs to be a date/time column, this column is to be auto-populated by the flow using the input fx = utcnow()
2. The greater than/less than issue should be solved once you have a column that supports that kind of input. The result you're seeing is because the column is a text value rather than date.
3. Interesting that you aren't able to use the re-submit flow, but not a problem. That somewhat depends on the list structure, size, and exactly what you're trying to achieve.
If the Get Items(Action) pulls too many at a time, it will take too long or it will return a null output because it reached a threshold of processable data.
Give me somemore examples and some flow structure and I can better help.
Hi @Tmalonson ! I am hoping to figure out a similar flow but I have a few questions.
Sorry for the late response, I was out for the Holdiday.
1. The Compose() action uses the length() formula. By using fx(length(dynamic content(Get Items[Value])) we are able to look at how much data was retrieved and use that number as a condition later.
2. To format information from the list into a table, you should be able to insert a table within the email body.
Then, you should be able to place labels and dynamic content as desired.
i.e.
| Name: | dynamic content(Name): Joe Smith |
| Project Title: | dynamic content(P-title): SharePoint Connectors |
| Etc | Etc |
If it doesn't allow for a table insert, you can still format the information as desired; it just a takes a tad more effort.
I.E.
Name: dynamic content(name)
Project Title: dynamic content(P-title)
etc.
Alternatively, you can place several things on the same line separated by colons: vertical lines | slashes/ underscores _ or whatever other method would look best.
3. When concerning he resubmit flow, when you go to look at it, it will have you set up the connection just like Get Items(). You will select the flow to be re-submitted, and set the "ID" as 1. The environment and trigger name are negligible. Personal Productivity should work, and whatever title you want to identify a flow triggered by the loop.
Then, you'll need to make sure that in the settings of your Trigger() you set the ID to 1.
If that seems too complicated, or doesn't work, you can move the condition immediately after the Compose() action and remove Resubmit flow(). (Example below)
Note: I realized that this flow will probably have a better runtime if we terminate when Compose(outputs) = 0
If you choose to remove the Resubmit Flow(), then you'll just have to run the flow numerous times manually until a "Cancelled" condition is returned for the flow run.
There is another flow that I have that filters a flow based on a date of expiration, then sends a specialized email to notify the managers that they are coming due. Elements from that flow could also be used to inform this one. It depends on the information you're needing to communicate and how.
Mine was a tad complicated because it was needing to pull and communicate specific columns from the items; because of this, it had to run a manual filtering code on each item to determine if it should be included in the email body.
But if we want to just include all the columns, you could format the email and probably use dynamic content within the body of the email.
Oh, well that would simplify this quite a bit.
So, what exactly are you just needing to include? Is it information that is part of the existing item?
As in, the information is simply within a different column on the same line item?
In that case, you should be able to OMIT all of the attachment steps and move directly into a
For Each(Item) > Send an email V2 with specified format and dynamic content.
The problem you may run into is that it won't accept the email as dynamic content from get items.
You might need to set a variable within the For Each to hold the email address from the person column, and have it clear the variable after it sends the email (but before it finishes the loop).
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