Use Flow Designer to list multiple records into an email

[Tom136]

Not sure I put this in the right forum, but it's about managing the knowledge bases.

We're just not building our our KB and I want to utilize the Valid To date to make sure the content is fresh and still accurate. But I also want to setup a workflow to alert us for what content is expiring soon and have us review it before the valid to date.

I've got a flow setup in Flow Designer to check for KBs expiring this quarter, but I can't figure out how to get the short description of each record into a single email. I see where I could get a email for each KB.. but that would be a lot of emails.

Any help or any better way to do this would be much appreciated.

Thanks,

[OlaN · Accepted solution]

Hi,

You could to this by temporarily storing the short descriptions in a Flow variable. Unfortunately Flow variables came in Quebec, so you'll need to upgrade first.

After looping through all short descriptions, adding them to a flow variable, you set the value of the Flow variable as part of the text message sent out with your email.

[Tom136]

We have Quebec in our Dev environment so I tested this out and it works great, I'll schedule upgrading prod now. Thanks!!

[gjz]

Hi OlaN,

I have the same requirement - gather the short description of a set of records to add to an email.  However, I can't figure out how to add the short descriptions to one flow variable.  After looking up the records, I'm using a For Each loop, but I don't understand how to get all the values in the flow variable.

Could you be more specific, please?

Thanks!

[OlaN]

Hi,

You will have to perform an inline script to store the values in a variable.

Create a flow variable of type String, do a for each loop, and for every record found perform a Set flow variable action, and in the inline script do something like this:

// first time in the loop set the value as is
if (fd_data.flow_var.users_email == '') 
    return fd_data._3__for_each.item.email;
// for each run after the first run, add newline and additional data
else  
    return fd_data.flow_var.users_email + '\n' + fd_data._3__for_each.item.email;