How to use Power Automate to send daily tasks via email with status updates based on user selection

User116218 20

I have an Excel spreadsheet with columns for member name, email addresses, tasks, and a status column. I want to create a flow in Power Automate that sends one task per day (like one task - one day) via email to each member with options for 'Done' and 'Undone'. If a member selects 'Done', I want the status column to update to 'Done', and if 'Undone' is selected, I want the status column to update to 'Undone'. The next day, I want the undone task from the previous day to be included in the email along with the new task of that particular member, i have given excel data sample for reference. How can I accomplish this?

i created a sample workflow as well

Screenshot from 2024-03-15 11-58-23

Screenshot from 2024-03-15 11-58-58

Screenshot from 2024-03-15 11-59-24

here is the sample excel data

Screenshot from 2024-03-15 12-01-47

1 answer

LiweiTian-MSFT 14,070 Reputation points Microsoft Vendor

2024-03-15T07:14:22.0266667+00:00
Hi @User116218

You need to replace the Manually trigger a flow trigger with Recurrence, so that your flow will run once a day.

Add a Condition in Apply to each to determine whether the task has been done. If it is done, there is no need to send an email. If it is not done, an email reminder will be sent.

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User116218 20 Reputation points

2024-03-15T07:43:16.5766667+00:00

thanks @LiweiTian-MSFT for response, but this is not what i want,
i want the iteration to stop after sending one task to person1 and one task to person2 one day. and then continue another day, but its not happening like that because of apply to each action, its iterating every row, after sending one one task to person1 and person2 i want the loop to be stooped after capturing there responses of course.
for example:
scenario 1:
person1 got a mail of task1 , he select undone, update the status column with undone
Another day, person1 will receive task2 with options along with task1 with options (since it was undone)
scenario 2:
person1 got a mail of task1, he select done, update the sheet with done, then another day only the task2 with options should be send because task1 is marked as done yesterday only.
i have shared the excel data for reference only.

i hope you understood my intention of creating a workflow.

User116218 20 Reputation points

2024-03-15T08:30:36.0433333+00:00

thanks @LiweiTian-MSFT for response, but this is not what i want, i want the iteration to stop after sending one task to person1 and one task to person2 one day. and then continue another day, but its not happening like that because of apply to each action, its iterating every row, after sending one one task to person1 and person2 i want the loop to be stooped after capturing there responses of course. for example: scenario 1: person1 got a mail of task1 , he select undone, update the status column with undone Another day, person1 will receive task2 with options along with task1 with options (since it was undone) scenario 2: person1 got a mail of task1, he select done, update the sheet with done, then another day only the task2 with options should be send because task1 is marked as done yesterday only. i have shared the excel data for reference only.

i hope you understood my intention of creating a workflow.

LiweiTian-MSFT 14,070 Reputation points Microsoft Vendor

2024-03-15T09:54:48.3833333+00:00

Hi @User116218

Do you want each different user to receive only one new task every day (the status bar is empty) and the previously unfinished task (the status bar is Undone)?

Currently it is not possible to integrate multiple tasks into the same email, so we need to divide the entire flow into two steps.

Distribute unfinished tasks (the status bar is Undone) to users.

Filter out new tasks (the status bar is empty) and distribute only the first task to the user.

Please note that due to the use of actions such as Filter array, the dynamic content of the field name cannot be used directly in Send email with options and Update a row.

In the first Apply to each, each field name needs to be represented by the function expression items('Apply_to_each')['YourFiledName'].

In the second Apply to each, each field name needs to be represented by the function expression body('Filter_array_2')[0]['YourFiledName'].

********************************************************************************************************* If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

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LiweiTian-MSFT 14,070 Reputation points Microsoft Vendor

2024-03-18T06:43:03.81+00:00

Hi @User116218

I am checking the status of this case. Please let us know if you would like further assistance. Meanwhile, if the reply is helpful to you, please try to mark it as an answer to help others who encounter the same issue and read this thread. Thank you for your understanding and patience!

LiweiTian-MSFT 14,070 Reputation points Microsoft Vendor

2024-03-20T08:31:40.66+00:00

Hi @User116218

It has been a while, how is everything going? If you have any update about this issue, please feel free to post back.

LiweiTian-MSFT 14,070 Reputation points Microsoft Vendor

2024-03-29T05:29:05.5766667+00:00

Hi @User116218

It has been a while, how is everything going? If you have any update about this issue, please feel free to post back.
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