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"assigning" from a list

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Posted on by CU23081901-1

I'm trying to build something to help assign tasks to my team; here is the basic outline.

1. An email is received in a shared inbox

2. when a new email is received in said inbox, a new item is made in a SharePoint list (this flow works as is)

3. I have a field in the sharepoint list "assigned to"

I am wanting to have that auto-assigned/chosen from a list of users (preferably using the people column so I can make custom views for the users to see what's been assigned to them.

4. Once the user completes a line item, they check off "complete" and it auto-hides from their view.

The part I'm stuck on is having the user auto assigned.

e.g. we have 3 users, the first email gets assigned to the first in the list, 2nd email second person, 3rd email third person, 4 them loops back to the first and so on, so forth.

Nothing I google is for this specific instance so I get lost in arrays, strings, and other topics.

Any help is appreciated

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Michael E. Gernaey 53,690 Super User 2025 Season 2 on at

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Hi,

I think possible there is a little.. I dont want to say confusion but sort of.

Let's say you want to filter by People

1. You can simply use the O365 user connector to list the people, filtered etc. and then let them pick whom to filter by.

So I think.. for me its time to see a picture of what you want then can easily give you the answer.

But you can easily store a record (which would be one person) or a Table (which is M/M) in a Collection. But the overall question is, do you know how many people you need it to filter by (so can you just default to the person logged in) or do you need to list everyone and let them pick.

all are easy to do, I think we are just missing something because the ask was to be able to assign Person 1 then 2 then 3 by the Email Type, which is what I was giving. If you also need the filtering thing you mentioned that can be added easy enough, but as they say a Picture is worth a thousand words

Show me that and its super easy to explain what to do.

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CU23081901-1 4 on at

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FL Mike, the list currently is an array within a variable, I also have a separate list where i thought to store the names; the issue is I need to accommodate it with a people column so that when they see the list, i can filter it to the [me] view to share with them. thanks for the info, I'll look into this too. Hope that makes sense...thie particular task is way outside my basic wheelhouse of skills with PA.

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Michael E. Gernaey 53,690 Super User 2025 Season 2 on at

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Hi

Where are you list of users stored? It's not a hard thing to have a Mapping Table(I hate saying lookup because people get confused)

But setup a list, that as a Person (single) in it and a Order INT/Numberic column

When the flow runs, you know whether you are on the 1st, 2nd or 3rd email.

So in the Mapping List, set Person 1, and set the Order as 1

Then Person 2, Order as 2

and so on

in your flow you can then Easily do a List items with a filter for the Order, then you will only get 1 item back and you can use that directly (without an apply to each)

just make sure you targert the [body value bla bla]?[0] the 0 index is the return one

Now you have it as Dynamic

That or you can use Environment Variables. The issue with Environment Variables is you have to redeploy to change them. If you do what I suggestd you only have to update the list and immediately the flows will start emailing that person (based on their order)

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David_MA 13,250 Super User 2025 Season 2 on at

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I cannot guarantee this will work as I have not tested this. You should be able to create an expression in Power Automate to return the number 0, 1 or 2 based on the ID of the current item. You would then pass this to a switch where you could assign a string variable to the e-mail address for user1, user2, and user3. This is the expression:

mod(triggerOutputs()?['body/ID'],3)

This is an example of what the above expression does: Modulo Operation (mathsisfun.com)

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