I added an automation to a task management base that is intended to send a reminder email every month to each staff that has tasks on their list that are not marked as a completed status by the time the email is triggered.
This month there were 104 incomplete tasks that about 5 staff are responsible for. The email was triggered and each staff received one email, but in the cc’d line were 104 email addresses so i obviously set it up wrong.
See the screenshots of how it is set up- what am i missing?
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Ah yeah it’s trickier than it first appears I’m afraid. The way I like to handle this usually involves a table where each record represents a Staff member, and I use a Count field to figure out who still has tasks that need to be completed:
And in the automation, I then look for all the Staff members that have uncompleted tasks and use a repeating group action on the results, essentially running once per staff member who hasn’t finished their work:
And I then use a ‘Find record’ action to grab the uncompleted tasks for each person:
And then send an email to that person with the list of tasks they still need to do
I would absolutely go with the approach suggested by @TheTimeSavingCo.
In any case, I am afraid that both screenshots shared by you are exactly the same and correspond to the Find Records action block. Would you mind sending a couple of screenshots from the email action block? I’d like to see how you have that set up.
If you need any help setting this up, please feel free to schedule a brief call using this link. We can probably go through it together and get it solved on the go.
The issue with your approach is that after finding the records, you're sending only a single email. What you actually need to do is, after retrieving the records, add a "Repeat for each" block to iterate through each record from the previous step. Then, within this block, send the email.
