How To Send An Email To Multiple Recipients Individually Gmail – 04:28 Posted by Benitez in Business applications, Flow, How to, Power Automate, Power Platform, Tip, WTF No comments
In my last WTF episode, I shared how to send an email using an email template defined in Dynamics 365 or CDS. The limitation of this method is that it is only valid for the send to one recipient use case. When multiple recipients are required in an email, the unbound SendTemplate action is not appropriate because the recipient needs to be explicitly added by clicking “+ Add New Item” within the action.
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In today’s episode of WTF, I share another method in my Power Automate workflow for use in dynamically sending emails to multiple recipients using an email template.
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Sending emails to multiple recipients using an email template in Power Automate can be replicated, something that cannot be achieved instantly in classic workflows today. You can choose to send to multiple recipients by selecting a value from the search field and applying the “use template” option when configuring the email send step. It’s an implicit reference though because someone needs to reference those search fields at the time the email is sent.
Another option is to add the record directly via the To field in the send email step, but again this is an implicit reference.
You don’t dynamically add recipients to the send email step, and you certainly can’t do that without a custom workflow activity in case you want to email contacts based on related records from a 1:N relationship. It’s common to see a business process where you need to send an email based on contacts found in related records. See the use case.
The process is such that a case will be created and the insurance advisor will update the field to enable Power Automate. It can be automated where Scheduled Power Automate runs daily, but for the purposes of this WTF episode I’m running it manually. Once launched an email will be sent to all trustees associated with the trust using the email template.
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I am using the Connections out-of-box entity which is used to connect a record to another record in Dynamics 365 or CDS. You can attach a link role that represents the relationship of one record to another. What I have done is I have used links to associate a contact with an account, where the role associated with the contact is “trustee” and the role associated with the account is “trust”.
This is because trustees can exist as contacts but are already linked to their primary account. Links are a good way to associate a trustee with a trust, which may also be an existing account record, to prevent duplicate contact records.
I decided to send an email to the Bcc’d trustees so I could show you that my Power Automate flow is flexible for any kind of entertainment supported by Dynamics 365 or CDS.
It has more functionality than the previous workflow you saw in my last WTF episode, although don’t forget we can’t do this in a classic workflow today. My Flow in Power Automate allows you to dynamically send emails to multiple specified recipients. You can have 30 trustees or 5 trustees and my flow in Power Automate will dynamically process the recipients.
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The last three activities in my flow are the result of AK’s investigation, a major part of which comes from my way of figuring out how to dynamically construct an array of email activity parties and recipient + sender objects. The combination of our findings resulted in my best flow. Thanks AK.
1.0 Trigger – When updating a case field, I created a custom field with two options called ‘Send trust policy renewal’ on the case entity and placed it on the case entity form. I set the filter attribute on this field.
Using the CDS Get Record action, retrieve the account record based on the case customer lookup value.
A FetchXml query defined using Advanced Search in Dynamics 365 or CDS can be applied using the CDS List Record action. My FetchXml query displays all connections that have the trustee role and are associated with a specific account. The following is a screenshot of what my query looks like in Advanced Search.
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Copy and paste this into the FetchXml query of the CDS List Record action, replacing the explicit references to Account Name and Account ID with the dynamic content values from GetAccountRecord. This ensures that My Power Automate will work for any trust represented by Connections and its related trustees.
This is the author function where I am calling the output of the CDS list record function. I am currently writing this blog post, there is a known issue where it shows a status of 200 with no JSON response. I have no insight into the CDS list record action when this problem occurs so I use the compose action to check that the correct connection records are returned. This is an optional activity.
I will go into two activities later in my flow because I need to explain AK’s method to understand the core of my flow.
AK pointed out that there is another optional function called SendEmailFromTarget. The part that surprised us is the target payload. It’s documented how to define it via the SDK, but as JSON, that’s another challenge AK found. AK found the JSON payload for the targeted email from a blog post by another Microsoft MVP, Andrew Butenko. You can read Andrew Butenko’s blog post here.
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AK discovered that the @odata.typein sequence needs to be serialized so that it can be applied to the initialize variable operation that constructs the target email object in the JSON content. The email target object is an array of email activity pages and the email odata.type.
In my working 1.10 odata.type solution, I use AK’s method of using the Initialize variable to create the @odata property.
While AK was researching, I was doing the same thing and found another forum post from our community. When I reviewed the screenshot below the forum post, I looked at the email_activity_party array in the target object.
Basically, when you study the JSON payload in the screenshot there are three components (I’m not sure if that’s the right term, but I’ll take it):
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Since it is an array, I found that there can be multiple recipients represented by multiple lines in the range defined by the ActivityParty.ParticipationTypeMask attribute of the recipient type.
The variable initializes the action where the type is equal to the object and is used to create a row in each field.
1.6 APPLYING TO EACH TRUSTEE Since the links are fetched from my FetchXml query in the CDS list record activity, I need to loop through each record to reference the contact ID used in the sequence of email activity pages.
The email activity uses the set variable function where I reference my recipient variable of 1.5 recipients to form a queue to use the contact in the party array. I also create an object that represents a row in an array as follows,
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The final operation in the Apply to Each control is to add the recipient variable defined in 1.7 SetRecipients variable to the field variable in 1.4 EmailActivityParties. An array variable uses complement to work.
This function is important because it will dynamically form a row in the EmailActivityParties array. Basically, as you go through all the links, all recipients are added to the ActivityParties field.
**Note that it should be named 1.9, but I didn’t notice my mistake in the naming convention for the last half of my flow in Power Automate until after the illustration. If you create your own flow by watching my vlog and reading this blog post at the same time, I’ll keep it the same to match the vlog**
Now that the recipients are taken care of, the sender needs a little TLC. This is essentially the same technique as 1.5 receivers, where the initializeVariable function is used to form the sender object, but this time we define a JSON payload for the object so we don’t have to loop through the records. Although the number of recipients may be dynamic, there is always a sender.
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Using the add field variable activity, 1.4 adds the sender variable to the field variable in the sides of the email activity.
This action is optional and you do not need it. I have this composition function that references the output of an array variable for two reasons,
**💡 But wait 💡** After it was recorded by another member of the Microsoft community, Ryan
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