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Using workflow non-unique results from a list

    Question

  • Hi,

    I am trying to create a workflow which can find email addresses from a list based on another column's value in the list and then send email to those addresses. However the only problem is while trying to create the workflow in Sharepoint designer 2013, i get a notification saying only first value found will be used. I want all the records that have the valuein another column to be extracted. Please can anyone help as this is urgent.

    Friday, July 04, 2014 10:58 PM

Answers

  • Hi,

    According to your post, my understanding is that you wanted to create a workflow which can find all different email addresses from a list based on another column's values in the list and then send email to those addresses in SharePoint Designer 2013.

    You need to get all the items based on the specific column's value in the list, and extract the corresponding email addresses, then merge all the email addresses to a workflow variable. Finally, you can send email to the workflow variable.

    In SharePoint Designer 2013, you can use the important “Call HTTP Web Service” , “Build Dictionary” , “Extract Substring of String from Index with Length”, “Create ListItem” actions to implement the workflow.

    I recommend that you can follow the steps as below to create the workflow.

    1. Create a workflow associated to this list in SharePoint Designer 2013.
    2. Add a new “Build Dictionary” action to define the http request header.
    3. Add the “Call HTTP Web Service” action, click on “this” and paste your http request.
    4. To associate the RequestHeader variable, select the “Call HTTP Web Service” action’s property, set the RequestHeaders property to RequestHeader.
    5. In the “Call HTTP Web Service” action, click on response and associate the response to a new variable: ResponseContent (of type Dictionary).
    6. After the “Call HTTP Web Service”  action add “Get item from Dictionary” action to get the Maximum ID. 
    7. Add “Set Workflow Variable” action to get the Minimum ID.
    8. Add Loop Shape (Loop with Condition) to get all different addresses of duplicate columns.
    9. Use the “Extract Substring of String from Index with Length” and “Create ListItem” actions to integrate those addresses to a string.
    10. Add “Send an Email” action to send email to those addresses.
    11. Start the workflow automatically when an item is created.

    Here is a similar article about how to merge values to a multi-value enabled column and add item to another list based on the merged value using SharePoint Designer 2013 for your reference:

    http://social.technet.microsoft.com/Forums/en-US/a8a890b5-f5fb-447f-b96f-9f3abdb7e178/forum-faq-sharepoint-2013-extracting-values-from-a-multivalue-enabled-lookup-column-and-merge?forum=sharepointgeneral

    Best Regards,

    Linda Li


    Linda Li
    TechNet Community Support


    Monday, July 07, 2014 9:15 AM