Need design help, Flow to get items from SP list, create an Excel file and then email

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Posted on by allan_t

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I'm stuck on how best to design a flow for this use case.

Objective

scheduled flow once a week
get items from a SharePoint list
filter the items based on value in a choice column (eg. if choice columnA contains value 'Group1', include the item). The choice column permits multiple values for an item (eg. Group1, Group2 etc)
create an Excel file with a table of the items
send an email with the Excel file as an attachment

I know what actions are needed for objective 1, 2 and 5. I'm not sure how to design objective 3 and 4 into an overall flow that performs well.

Any help would be greatly appreciated.

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Building flows

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wskinnermctc 6,519 Moderator on at

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For the Get Items from SharePoint, you can use the Filter Query field directly in the get items.

You have to write the filter query to get single selections or pairs however you want.

Here is an example:

Get Items - Filter Query

I have a SharePoint column named "GroupSelection" which is multi-choice.

If I write the Filter Query with a single group name, it will get all rows that have that group even if it has additional groups.

GroupSelection eq 'Group4'

However, if I only wanted to return selections that had Group3 and Group4 I would put that into the filter query:

(GroupSelection eq 'Group3' and GroupSelection eq 'Group4') or (GroupSelection eq 'Group1')

This filter would return only rows which had both Group4 and Group4. It would also return any row that contained Group1.

Here is a YouTube video for creating an Excel file.

https://www.youtube.com/watch?v=RB_ySjhm9Sg

It would probably be easier to make a blank excel file with a table to use as a template. So you basically copy the file, then add rows to the table.

But if you don't want to rely on a template, then you can use the video.

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allan_t 310 on at

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@wskinnermctc Ah, I thought the filter query only worked with strings and integers. I will try that, I didn't know the filter query would treat a choice column as a string column. Any advice on how to put all of the items selected by the filter into a new Excel file?

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wskinnermctc 6,519 Moderator on at

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Watch the youtube video I linked.

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