How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items | Build THIS Power Automate Flow

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If you are looking for a way to send multiple SharePoint List items that have been assigned to a user in an email-this Power Automate tutorial is for you.
Building a Power Automate flow that will send an email with multiple SharePoint items can be a bit complex. In this video tutorial I’ll cover how to build a flow that will send a single email to each user with tasks that have been assigned to them. The logic in this flow can be applied to many different scenarios.
First, I’ll show you how to use a Filter Query to return items from your SharePoint list that meet your criteria. Then I’ll show you how to return a list of unique email addresses so that each user receives a single email. Lastly I’ll show you how to compose an email that will contain an HTML table with a list of tasks for each user.
#microsoft365 #powerautomate #powerplatform #sharepointonline #outlook #microsoftpowerautomate #productivityhacks #productivitytips #techtipsandtricks #techtips
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IN THIS VIDEO:
✅ How to send multiple list items in a single email with a Power Automate Flow
✅ How to create a dynamic date range
✅ How to use the Convert Time Zone action
✅ How to use a Filter Query in the Get Items action
✅ How to count number of items in an array
✅ How to use the Select action to extract a users display name and email address
✅ How to create a unique list of email addresses
✅ How to use the Create HTML Table action
✅ How to customize the HTML Table with CSS styles
✅ How to use the Send an email (V2) action
✅ How to use the Append to String Variable action
✅ How to create a custom list of items for an email
✅ How to use the Send an email (V2) action
✅ How to display singular or plural text based on the number of items returned
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SKIP AHEAD:
00:00 | Build the Flow
01:29 | Create a Date Range
04:14 | Get Items
6:34 | Add a Condition
6:57 | Get an Array of Users
7:55 | Get an Array of Unique Users
8:25 | Apply to Each User
10:26 | Get Users Items
12:04 | Create an HTML Table
13:38 | Compose the Email
15:14 | Style the HTML Table
16:06 | Customize the List
19:08 | Add HTML to Your Custom List
20:32 | Replace the Trigger
21:21 | Helpful Insights
21:26 | Turn on Pagination
21:43 | Singular & Plural Text
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THINGS YOU’LL NEED:
HTML CSS: bit.ly/46wbFgb
Please remember: Not all email clients will display CSS. It’s always best to use inline styles in email. This CSS is very basic-just to get you started. Customize it to suit your needs.
Familiarize yourself with the Filter Array action: • Are you using the Micr...
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Опубликовано:

21 июл 2024

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Комментарии : 87

@acreativeopinion 9 месяцев назад

How would you use this logic in other flows? Let me know down below!👇👇👇 Also, the line break at 17:49 isn't necessary. Outlook actually ignores it anyway 🫠. If you want to insert a line break-use a tag instead! If your SharePoint list has multiple assigned to users, check out this YT Tutorial 👉How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-0D2YcmdOuL8.html

@jeffl864 5 месяцев назад

I have a scenario here where three engineers and designers have told me it would be too complex to use SP list and manage by the powerautomate flow. However I am convinced especially after watching your video! What I’d like is to combine multiple items on the SP list and send to different assigned email recipients. Each item can be assigned to up to 6 recipients. And I want to send a consolidated list of multiple items to individual recipient who are listed for those items. Will this flow work in that scenario?

@WilsonC15 2 месяца назад

I discovered a flaw in this video and hope you could improve it, as well as clarify that this video only applies to SharePoint List columns that contain a single email for each item. There will be a problem at 7.33min "Select" action the way you are doing it. Map Email with item[]?['AssignedTo]['0'].['Email']. If the people columns contain more than two emails within the same items and ID, only the first one will be selected, and the remaining emails will be missed. Anyway, I really appreciate your video. You have been extremely helpful to me! Thank you for being present!

@TMAwan77 6 месяцев назад

Thanks a lot for the excellent video, truly appreciated. I was struggling with this requirement for some time

@thermant8452 6 месяцев назад

THANK YOU!!!! This was super helpful. You've set your videos up in a way that makes them very clear and easy to follow. Even the little dropdown that shows when you say what code we should type in. In addition, just you saying "question mark, square bracket snd single quotes" out loud helped me to remember it. Your voice is perfect and the additions at the end were very helpful. Thanks for sharing!

@acreativeopinion 6 месяцев назад

Thanks for watching! Appreciate the feedback as well.

@japert00 5 месяцев назад

This has been a very in depth tutorial for this type of automation and it's been exactly what I was looking for. The suggestion of getting the outputs have been really useful as well.

@acreativeopinion 5 месяцев назад

Thank you for watching. I'm glad you found it helpful.

@mongolainfalcon 5 месяцев назад

Can't tell you how much I love this. I love how you've detailed the process. Sooooo goooood!

@acreativeopinion 4 месяца назад

Thank you for watching and for the feedback.

@emlearning 3 месяца назад

It would be awesome if you created a small video that covers the nuances of inline HTML/CSS styling with some good to knows. Love your style of videos and know you'd knock it out of the park!

@chrispastor4029 3 месяца назад

Thank you thank you thank you thank you! I've been working on my flow for 3 weeks and couldn't get it to work. thanks to your video I was able to identify the issue with my date formatting and solve it. THANK YOU!

@acreativeopinion 2 месяца назад

Thanks so much for watching! Glad it was helpful.

@poojajajerao5944 2 месяца назад

Thank you so much for posting there. Helped me a lot.

@rudivanderlocht3212 9 месяцев назад

Great demo !! You are an exceptionally good teacher

@acreativeopinion 6 месяцев назад

Thank you for your kind words. 🥰

@egonsiyou 3 месяца назад

this is exactly what i needed, thank you very much!!

@philippvanderheide7494 8 месяцев назад

Awesome explanation - dont have a use case for this yet, but there will be some def. :) Thanks a lot.

@acreativeopinion 8 месяцев назад

Thanks for watching!

@bhargavaboddeti2488 4 дня назад

This is a great tutorial, clear explanation. Can you please make a tutorial on integrating Adobe Sign with SharePoint using Power Automate? Please.

@alessandrape7467 6 месяцев назад

Thank you for the flow! I've inserted hyperlinks in the table but with the new version of Outlook hyperlinks don't work. Any suggestion? Thanks

@dawitabebe5437 3 месяца назад

It's a great and we'll organized tutorial

@WilsonC15 3 месяца назад

Thank you for your video. There is one problem with the get item filter query where the item is null it will also pick up that to send the email which is wrong.

@easyit6238 2 месяца назад

Your Video is so straight forward, I learn a lot, Thank you

@acreativeopinion 2 месяца назад

Thanks for watching!

@VANDIK01 17 дней назад

Thanks @acreativeopinion very helpful the video, question, in the Create HTML table, how can I handle multiple-choice field column, to show only the value? thanks 👋

@Juventuddisponible1 3 месяца назад

This is an absolutely wonderful video! Thanks so much for the use case. I did notice that there are some definite bugs when replicating your flow with the New Designer 😵(it took me a while to figure THAT out)

@EconomicTransitionDWG 2 дня назад

Thank you so much!!!

@k.kristina78 3 месяца назад

I have followed this and it works great when I do a test but the flow will not show up when I want to manually trigger it. What am I missing? Thank you!

@danilocerqueira7316 2 месяца назад

Very good and rich content. Helped me a lot!! Thank you so much.

@acreativeopinion Месяц назад

Thanks for watching!

@SteveBrodkin 9 месяцев назад

What would be the best way to tackle providing email recipients an option to unsubscribe from an automated email message? My current plan is to have a list of subscribed users and then have a column with a button to remove or add themselves to the list. I'd like them to be able to do that directly from the email. Love the content. High quality, no nonsense. Keep it coming! Appreciate any help you can provide.

@acreativeopinion 9 месяцев назад

Thanks for watching! To clarify-you say that your current plan is to have users remove or add themselves to a list, would that be a SharePoint list? How do you plan to manage permissions on that? If you'd like them to directly add themselves to a list you'd need allow users to create new items in a SP list (which I wouldn't recommend). Allowing users to unsubscribe directly from an email isn't really possible (in a sense that it won't be a button they can click in an email to remove themselves). Instead, your button would need to link to a form which you can then use to collect the information of the user who wants to be unsubscribed. This process can be automated-but the user would be required to submit a form to trigger the removal. Hope this helps!

@michaelrusso1980 2 месяца назад

Hello. This tutorial has been extremely helpful. I am running into a snag though. Part of the result I want in my table for the email is a multiple line text field. When the flow runs the result has a bunch of HTML code in the table due to the multiple line text field. I understand that I can add the HTML to text action but am having trouble with where to place it in this flow. Can you please help or point me in the right direction? Thank you so much!

@derekgray3019 5 месяцев назад

Ah wow this is soooo amazing and easy to follow with your clear explanation, I am going to change quite a few of the flows using your method for 7 day reminders of documents due for review and audit actions. How would I set this to run for any dates that are overdue e.g. older than Today(), so I can send a monthly reminder to owners for any actions that are Open and overdue?

@acreativeopinion 4 месяца назад

Thanks for watching! You'll just need to change the conditions of your Filter Query to check for items that are older than today's date. You can use the utcNow() function for that. Hope this helps! Take a look at this YT Tutorial for additional help when building your flow: 5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows - ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-8i7-IEKJhzU.html.

@mdhabeeb4696 2 месяца назад

Excellent thank you for the video, it solved my issue

@acreativeopinion Месяц назад

Thanks for watching! You might be interested in my most recent YT Tutorial: 7 Functions You Need to Know | ⚡️Expression Essentials: Part 1⚡️- ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-QeBL32w2ClM.html

@user-zi1fz1kk8d 8 месяцев назад

Thank you for this demo! This works great when the multiple-choice selection in SharePoint is turned off. How can I do this exact thing when there are multiple users in the "Assigned To" column? I would greatly appreciate your help!

@acreativeopinion 6 месяцев назад

Thanks for watching! I recently uploaded a new YT Tutorial 👉How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-0D2YcmdOuL8.html Hope this helps!

@mohammedmudassirmudassir7909 4 месяца назад

Hi , I've been trying to add files to SharePoint site with " when an email arrives" . The flow is working. The problem I'm facing is that the Excel file which arrives to SharePoint site has to be manually moved editable, which creates another Excel in editable format. This is annoying . Any suggestions? Thanks

@crowfriend3778 6 месяцев назад

Thanks for this helpful video! I would love to see another one that covers the scenario where you want to send a SINGLE email to ALL unique users, rather than one email to each user. I have tried to edit the flow described in this video, but it keeps sending multiple emails 😅

@acreativeopinion 5 месяцев назад

Thanks for watching! You can reference this YT Tutorial: How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate - ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-0D2YcmdOuL8.html Hope that helps!

@WilsonC15 3 месяца назад

Thank you for the effort I must said your video helped but there are problems at the select action there I suggest to add compose before select action reason because the value from the apply to each were object not item so select action unable to select the object from dynamic value. I've added a compose action before select to manipulate the object data to item so then select action is able to select the item.

@AbdElRahmanEmara 4 месяца назад

Thanks Very much 😊

@acreativeopinion 3 месяца назад

You're welcome. Thanks for watching!

@user-vh6gy3jw9q 7 месяцев назад

Thanks for this video. This is exactly what I want to build. However my list has multiple users in the "assigned to" column how would I set this up to send one email to each user that lists the tasks assigned to that user?

@acreativeopinion 6 месяцев назад

Thanks for watching! Check out my latest YT Tutorial 👉How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-0D2YcmdOuL8.html

@pfjeronimo 9 месяцев назад

Great demo! If the records to be sent in a single email to the user include different URLs, how to extract the hyperlink display text from each URL and include them in the HTML table?

@acreativeopinion 8 месяцев назад

Thanks for watching. I would recommend posting in the Power Automate community: powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity The comment section in YT doesn't allow for screenshots which makes it hard to provide any additional support.

@shubhabratadey Месяц назад

This is exactly I was looking for. Many thanks...

@EconomicTransitionDWG 17 минут назад

Can you show how to add two html tables (made from the same list) into one email?

@phoebewoong5573 7 месяцев назад

Hi thank you for sharing. May i know if it is possible to add in specific attachment in this flow?

@acreativeopinion 7 месяцев назад

Thanks for watching. Yes, you can add attachments in the Send an Email action.

@Mogwai-jn7cz 9 дней назад

This is so very helpful. Thank you! I would like to take this idea one step further but I don't know how to achieve it. What I'd would like to do is include data from another sharepoint list that is connected to the first sharepoint list via a lookup column. For example, the second list is sub tasks associated to the "parent" task list, and in the email to list each task in a row and the sub tasks directly below each unique task. What are your thoughts?

@Mogwai-jn7cz 9 дней назад

I created a request in the Power Automate forum with more info of what I'm trying to achieve.

@user-sq5yn4lw7j 7 месяцев назад

Hi! Excellent video! I'm having trouble creating the Select User action, next the Condition. When I select the "Assign To DisplayName" the program add a For Each loop automatically. This loop results in multiple emails to the task responsible. How can I add the parameters without the loop? This doesn't happens when use other Dynamic Content like Created By DisplayName.

@acreativeopinion 6 месяцев назад

Thanks for watching! Is your Assign To column a multi-choice person column? If so, you'll want to check out my latest YT Tutorial 👉How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-0D2YcmdOuL8.html You'll need to build the flow a little differently when you have more than one user assigned to an item.

@sohadaneen7639 5 месяцев назад

Hi Team, Nice Vedio, I have an requirement like , I have sent Initial mail and after needs to send update on top of it initial mail, how can we achieve this? My source data is Share point excel sheet where I have values like Initial ,Update, Skip, Resolution where ever I changed the status I need to send an email on top of it Initial mail only.

@sohadaneen7639 5 месяцев назад

@acreativeoponion Very Nice vedio, I have a task like as per SharePoint list I have couple of solutions and I need to send the out 5 , need to send 3 solutions and their names in to initial communications to end users. After Job completed I need to send Update mail on top of initial mail and once all jobs are completed then need to send Resolution on top of Update mail. Please help on this.

@meng-shanwu4475 5 месяцев назад

Amazing video!!! But can I ask a silly question? I tried to cc the user's manager in the email (I tried to add a "get manager", but in the dynamic content, it doesn't show, can you please advise? Thank you!

@acreativeopinion 4 месяца назад

Thanks for watching! It's a little challenging to troubleshoot a flow without seeing the details-I would recommend posting in the Microsoft Power Automate Community: powerusers.microsoft.com/t5/Building-Flows/bd-p/BuildingFlows

@user-ym9ol6oe2r 9 месяцев назад

Have Followed step by step the video and watching it multiple times, Thank you very much for sharing! However, I am not sure why user get multiple emails for each task. My impression was that in one email there will be listed all the tasks assigned to the individual. Any clarification/help is highly appreciated. Thank you again!

@acreativeopinion 9 месяцев назад

Thanks for watching! You will need to check the logic of your flow and ensure your actions are in the correct spot. The video tutorial covers how to pull the list of users at 6:56. At 7:56 I cover how to create a unique list of users. Ensure you are testing after adding a new action before you try to build out the entire flow. The Apply to Each action will then loop through each unique user. Hope this helps!

@user-ym9ol6oe2r 9 месяцев назад

Thank you for the heads up! Still not working, I think because I have used a SP Document Library for this project. That's the only feasible explanation. Have tried to look at it again and everything seams okay. @@acreativeopinion

@user-ym9ol6oe2r 9 месяцев назад

Have followed your tutorial and it is now working Perfectly! Thank you !! Can't Thank you Enough! @acreativeopinion

@draquong 5 месяцев назад

Thank you for this video. How would I add this to a 90 day before reminder email flow?

@acreativeopinion 5 месяцев назад

Thanks for watching. You can refer to this section of my the Send Emails Based on a 📆 Date Column in SharePoint with Microsoft Power Automate Tutorial: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-d99dwBeTFvo.htmlsi=h1HosSR8a5SdsxAl&t=719 Hope this helps!

@gokulprasad136 6 месяцев назад

Can you share same type of summary mail with Multiple task list of Planner. Please Thanks in Advance

@cameronschulte1834 4 месяца назад

This tutorial is awesome! Im getting stuck when try to format the html using the string variable. Every time I test, its been failing with the error Action 'Compose_-_User_Item_Details' failed. Not sure where i messed up here. Please help!

@acreativeopinion 4 месяца назад

Thanks for watching! It's hard to say without actually seeing your flow. You can check out this YT Tutorial: 5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows - ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-8i7-IEKJhzU.html If that doesn't help, I would recommend posting in the Microsoft Power Automate Community: powerusers.microsoft.com/t5/Building-Flows/bd-p/BuildingFlows

@cameronschulte1834 4 месяца назад

Thanks. I figured out what the issue was with that problem. Now I'm having the issue of my User Items output not showing up.

@michaelyoungbar3659 6 месяцев назад

I am trying to have the email number the items numericly. 1. Task. 2. Task 3. Task etc.

@aniaimichax2150 Месяц назад

how to send a single email daily for any new files added or modified in SharePoint documents?

@jmci24 8 месяцев назад

I am looking to set date range Due in next 30 days , if I add 30 instead of 4 I get odd value (set output to dd-MM-yyyy: input 1-12-2023 output "11-02-2023"!

@acreativeopinion 8 месяцев назад

In my tutorial I've used a couple compose actions to return a dynamic date range. At 3:11 of the tutorial I've used a Compose action to store today's date. At 3:29 of the tutorial I've used an expression to compose the date 4 days from today's date. If you use the same expression and replace the 4 with a 30 it will give you the date 30 days from today. Hope this helps!

@jmci24 8 месяцев назад

@@acreativeopinion Fixed it I had a different date format from you in my flow! Can you advise how you would manage this is AssignedTo contained mutiple people?

@andrewa8765 3 месяца назад

Works great however for some reason the filtering function doesn't seem to work for me. It reports I have say 6 overdue items, but it sends an email to everyone in my list with future items saying they're are overdue.

@acreativeopinion 2 месяца назад

You might have adjust your filter query to ensure it's written correctly. You might find my latest tutorial helpful - How to Work with 📆 Dates in Power Automate | Example Scenarios and Tips & Tricks: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-ODobGcpgGlk.html

@andrewa8765 2 месяца назад

@acreativeopinion the issue was I was using a document library. I made a work around by having a list which is essentially a copy of the document library minus the attachments. Then it worked perfectly.

@nomirehman 2 месяца назад

How I can achieve the same functionality if I am using Excel online instead of SharePoint list ?

@acreativeopinion Месяц назад

Instead of the Get Items action, you'll need to use the List Rows Present in a Table action. However, keep in mind that the Filter Query field in the List Rows Present in a Table action can only accept a single condition. If you need to filter your Excel table with more than one condition. You'll need to use a Filter Array action. Check out this YT Tutorial for more info on how to use the Filter Array action: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-HVAf1aTEQNg.html

@srithik4u 9 месяцев назад

Access to CSS file path is denied

@acreativeopinion 9 месяцев назад

Sorry about that. Try it now: bit.ly/46wbFgb

@user-qe1pr2zi2x 4 месяца назад

When using create table, you said that for the values, we use item()?['item name'] where 'item name' is the red text on the filter array output. But many of my fields have the red text and then several other red texts such as "@odata.type", "Id" or "Value". I need to get the value, what should I do?

@acreativeopinion 4 месяца назад

Thanks for watching! If you need to get the value use ['item name/value']. Remember the text is case sensitive. Hope this helps!

@sohadaneen7639 5 месяцев назад