Help extract filtered data from SP List and send via Outlook &auto populate columns based on choice selection

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Posted on by _GBH_

Is anyone able to advise on one or both of these queries please?

I have a list which holds properties to rent listed. I am trying to create 2 different PA flows based on this list.

I would like to export a table, or similar (flexible on how it looks as long as it has all of the data) of the multiple columns relating to the rows which relate to the properties with the Status (choice type) of “Available” . I would like that data to be emailed to a recipient at the same time each day. The majority of columns are choice type, some are single line of text.
When new entries are created, they are often owned by the same “Provider” (Choice type column), so I would like the List to then automatically populate the “Telephone” and “Email Address” (single line of text) columns based on the choice made in the Provider column.

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grantjenkins 11,063 Moderator on at

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Re: Help extract filtered data from SP List and send via Outlook &auto populate columns based on choice selection

@_GBH_ Are you able to upload a new screenshot of your List? I can't see anything in there due to the resolution.

Would the flow always send to the same recipient, or does it dynamically pick up recipients from somewhere?

For your Provider, I would actually suggest having a separate list of Providers with their Telephone, Email address, etc. that can be centrally managed. Then use a Lookup column in this list that allows you to select the Provider name and have Telephone and Email address come in automatically as additional fields. Then if you update the Provider email in the Providers list, it will automatically reflect this across all your listings for that Provider.

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_GBH_ 84 on at

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Re: Help extract filtered data from SP List and send via Outlook &auto populate columns based on choice selection

Hello @grantjenkins thank you for your reply. Hopefully this screenshot is clearer. As suggested, I have created a 2nd list with the provider names, telephone numbers and email addresses. I have never used a lookup column before, so can I check whether I can modify my current Provider column, or does it require me to make another one? Also, are you able to give me the steps for creating the flow to link the 2 Lists together, or does the Lookup action within the list itself eliminate the need for me to create a flow?? Many thanks

When new entries are created, they are often owned by the same “Provider” (Choice type column), so I would like the List to then automatically populate the “Telephone” and “Email Address” (single line of text) columns based on the choice made in the Provider column.

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_GBH_ 84 on at

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Re: Help extract filtered data from SP List and send via Outlook &auto populate columns based on choice selection

@grantjenkins worked it out. Thank you

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