Remediate Multiple Emails to Single User ID

(0) Share

Report

Posted on by Pavan Kumar

Hi Team,

we have created Power Automate workflow with Start and Wait for approval to send email to multiple users with options whether User ID is Required OR Not required

Also we are capturing the user responses . It is working as expected

However we have noticed , for few email ID's there are 100+ users are mapped and In this case 100+ emails or notifications are triggering to the same user

This specific user need to track all emails to provide response . How to handle such cases so that user can provide single response for multiple ID's .

Single email should be sent to the user by specifying multiple ID's and capture the response for the same

I have attached Workflow diagram . Kindly refer and advice

Regards,

Pavan

Categories:

Building flows

Using flows

I have the same question (0)

All responses (7)

Answers (0)

Sort by

David_MA 14,499 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!

Can you show the configured actions. I am not following what you're saying unless I can see what the For each is pointing to? Also, your flow image seems to be cut off. Is the start and wait for an approval action within an apply to each as well?

Was this reply helpful? Yes No
Suggested answer

11manish 2,265 on at

Like (0)

Report
Copy link

Link copied!

Group records by user
Send one approval per user (not per ID)
Include all IDs in a single email
Capture one response and apply it to all related records

Was this reply helpful? Yes No
Pavan Kumar 10 on at

Like (0)

Report
Copy link

Link copied!

How to modify the flow to achieve,

Group records by user
Send one approval per user (not per ID)
Include all IDs in a single email
Capture one response and apply it to all related records

Regards,

Pavan

Was this reply helpful? Yes No

Pavan Kumar

10 on at

Like (0)

Report

Copy link

Link copied!

Hi David,

Kindly find the answers

Is the start and wait for an approval action within an apply to each as well?

Ans: YES

Requirement : Current flow is sending 6 email to "xyz@abc.com" . We need single email should be sent to "xyz@abc.com" with the list of user ID's and have the option to select whether ID is Required OR Not Required

User ID	Email Address
test1	xyz@abc.com
test2	xyz@abc.com
test3	xyz@abc.com
test4	xyz@abc.com
test5	xyz@abc.com
test6	xyz@abc.com

Regards,

Pavan

Was this reply helpful? Yes No

David_MA 14,499 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!

I still do not understand where the e-mail address are coming from and why all of the users have the same e-mail address. If all of your users have the same e-mail address, you can use a union() expression to get the unique e-mail address. I can't really tell you how to do this for your use case because I don't know your process. But here is an example for something I am currently working on.

I have a get items action to get rows from a SharePoint list. Each row contains a people field, and I need to get the unique e-mail addresses from all of the items returned from the get items action.

I use a select action to first get all of the e-mail addresses from all the items returned and follow it with a Compose action that uses a union() expression to get the unique values:

The union expression is union(body('Select_RSM'), body('Select_RSM'))

You can then use a Join action to get the values semicolon separated to use in the approval action.

Was this reply helpful? Yes No
Pavan Kumar 10 on at

Like (0)

Report
Copy link

Link copied!

Hi David ,

Email Address is configured in "Start and Wait for Approval" . Our Business Requirement is,

"we have 1000+ application ID's mapped to multiple users . They are designated as Owners for these Application ID's.

Application ID's are the UNIQUE values . Some of the users have 80+ application ID's under their ownership

We are sending emails to all application Owners according to Application ID's asking confirmation whether "ID is Required" OR "ID is Not Required" and tracking their responses for each Application ID's in the SharePoint

Hope this business use case is clear

Currently , If a user has multiple ID's under their ownership , they are receiving multiple emails . Can we finetune to make user to receive Single Email with the list of User ID's with options "ID is Required" OR "ID is Not Required"

How to make this flow more user friendly and also to meet the business use case

Regards,

Pavan

Was this reply helpful? Yes No
Suggested answer

David_MA 14,499 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!

You just need to do what I suggested above with Select, Union() and Join in my other post, but do it on the e-mail addresses from the spreadsheet:

You can do this on anything to get the unique values. Above I get all the unique DisplayName values from the rows in the spreadsheet. You would use the output of the join in your approval action. Just be sure you join with a semicolon. Note, depending on how many rows are in the spreadsheet, you may need enable paging. By default, I believe the list rows action only returns the first 254 rows by default.

Was this reply helpful? Yes No