How to Send One Email for SharePoint Multi-Select Columns in Power Automate
Question details
User needs to consolidate multiple email outputs from a Power Automate flow triggered by a SharePoint multi-select column into a single email.
- Product
- Microsoft SharePoint and Power Automate
- Device & OS
- not provided
- Scenario
- Creating an automated workflow to send notifications based on SharePoint list items that contain multi-select fields.
- Observed behavior
- The flow automatically wraps the email action in an 'Apply to each' loop, sending a separate email for every selected value in the column instead of one combined email.
Ensure you have edit access to the Power Automate flow connected to your SharePoint list and are familiar with initializing variables and using data operations.
Consolidate Multi-Select Values Using Variables and the Join Expression
Prevent the automatic 'Apply to each' loop by extracting the array values and converting them into a single comma-separated string before sending the email.
When you select dynamic content from a multi-select SharePoint column, Power Automate recognizes it as an array and automatically loops through each item. To send just one email, you must join these items together first.
Add an 'Initialize variable' action at the very top of your flow. Give it a name like 'CombinedValues' and set its type to String.
Add a 'Select' data operation. In the 'From' field, choose the multi-select column from your SharePoint trigger. In the 'Map' field, select the dynamic content representing the 'Value' of the choice.
Add a 'Join' data operation. In the 'From' field, use the output of your 'Select' action. In the 'Join with' field, type a comma and a space (, ) to separate the values clearly.
Place the 'Send an email' action outside of any loops. In the body of the email, insert the output from your 'Join' action. The email will now send once with all selected values listed.
Seek Specialized Guidance from Microsoft Q&A Forums
If your flow involves complex nested arrays or advanced SharePoint configurations, getting specialized assistance from the Microsoft community is recommended.
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Frequently Asked Questions
Why does Power Automate automatically add an 'Apply to each' loop?
When you use a dynamic content token that returns an array (multiple items, like a multi-select SharePoint column), Power Automate automatically creates an 'Apply to each' loop to execute the enclosed actions for every individual item in that array.
How do I extract email addresses from a multi-select Person column?
A multi-select Person column returns complex objects rather than simple strings. You must use the 'Select' data operation first, mapping the array to the 'Email' property. After isolating the emails into a simple array, you can join them with semicolons to use in the 'To' field of your email action.
Can I consolidate multiple attachments into one email as well?
Yes. You can initialize an Array variable for your attachments. Then, use an 'Apply to each' loop to 'Append to array variable', adding the attachment Name and Content Bytes. Finally, pass that completed array variable directly into the Attachments field of a single 'Send an email' action outside the loop.
