How to trigger an email via Power Automate that contains details of all "completed" tasks that are populated from a SharePoint list, when a new item is added to the list?

Pete Orrell 20 Reputation points
2023-10-11T03:03:38.8033333+00:00

I have a SharePoint list that has columns of tasks that need to be completed (updated by adding a new list item).

What are the triggers/actions required to email relevant parties that:

  1. A new item has been added on this date
  2. Specific columns (tasks) have been completed (marked as true (displayed on screen as a tick mark))
  3. Specific columns (tasks) have not been completed (not marked as true (displayed on screen as empty cell)) and need to be followed up at a certain date
SharePoint Development
SharePoint Development
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Development: The process of researching, productizing, and refining new or existing technologies.
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Accepted answer
  1. ChengFeng - MSFT 5,010 Reputation points Microsoft Vendor
    2023-10-20T06:39:27.5566667+00:00

    Hi @Pete Orrell

    Thanks for your reply and more detailed information:

    I made changes based on the above flow.

    We use filter query to filter constock. Filter out records that meet the conditions.

    Then add a column to Create html table and fill in the value ✔

    Here is list:

    User's image

    Here is flow:

    User's image

    Here is result:

    User's image


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    Best Regards

    Cheng Feng


2 additional answers

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  1. ChengFeng - MSFT 5,010 Reputation points Microsoft Vendor
    2023-10-11T06:51:26.2566667+00:00

    Hi @Pete Orrell

    Do you want to trigger the flow every time a new record is created, collect all the information in the list and send an email?

    In my opinion, if you create records very frequently, this is actually very unfriendly to the recipients. For example: If you create a hundred records a day, the recipient will receive a hundred emails.

    So I suggest you use [Recurrence] as a trigger to trigger the condition once a day (or multiple times a day, depending on your settings),.

    So that you can regularly collect all the information in the list every morning or at any other time, and then send the email.

    In this way, the number of emails received in a day depends on the [Recurrence] trigger condition (how many times a day, etc.)

    Here is a test for your reference:

    Here is list:

    For the tasks column, you did not tell the type, so I used the more common choice type. This customizable option is available to users who create records, which is very friendly!

    User's image

    Here is flow:

    User's image

    User's image

    User's image

    Here is test result:

    User's image

    If you wish to add some css styling to the table, try

    <style>
    table {
      border: 1px solid #1C6EA4;
      background-color: #EEEEEE;
      width: 100%;
      text-align: left;
      border-collapse: collapse;
    }
    table td, table th {
      border: 1px solid #AAAAAA;
      padding: 3px 2px;
    }
    table tbody td {
      font-size: 13px;
    }
    table thead {
      background: #1C6EA4;
      border-bottom: 2px solid #444444;
    }
    table thead th {
      font-size: 15px;
      font-weight: bold;
      color: #FFFFFF;
      border-left: 2px solid #D0E4F5;
    }
    table thead th:first-child {
      border-left: none;
    }
    </style>
    

    User's image

    User's image

    Here is test result:

    User's image

    Here is a link for your reference:

    https://ryanmaclean365.com/2020/01/29/power-automate-html-table-styling/#:~:text=This%20post%20demonstrates%203%20different%20ways%20to%20create,colspan%20elements%20and%20Flow%20expressions%20to%20add%20formatting

    Hope these can help you!


    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".
    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

    Best Regards

    Cheng Feng


  2. Pete Orrell 20 Reputation points
    2023-10-19T22:25:13.18+00:00

    Good morning @ChengFeng - MSFT

    Apologies for the delay in response. Thank you for your reply and answer - it covered most of what I required.

    My flow email needs to include the items in my list that have been marked as "Completed".

    My columns are yes/no type with the display view as below:

    User's image

    Tick for yes (completed)

    No tick for no (not completed)

    Would you be able to explain how to retrieve just the items that have been marked complete in the flow email?

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