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Automation Question: Emails with batched data to relevant individual

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C_Bridgett
5 - Automation Enthusiast
5 - Automation Enthusiast

Oh, this one has me stuck!

I have a table of 'Individuals' with an email address and a unique ID on one table, and on another 'Audit' table, I have audit line items with the linked ID. I would like to use a checkbox of 'publish' in the Individual tab to trigger an email that sends a table of relevant data to the right individual. 

Right now, I have a trigger or 'when records match' showing a few conditions including publish. then Find Records, then Repeat for each List of records, with a send email and appropriate grid in the email. 

Problem is, I can't convince the automation to sort these, so person A only get their results ,and Person B get theirs. It's a mash of results, not getting split per individual. Because the list of individuals will continue to grow, I can't create a view per individual.

Can anyone see what I am missing here?

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Hmm, that doesn't sound right, each person should get one email with all their data.  From your screenshots, the first 'Find record' action is looking in 'test data', while the second 'Find record' is looking in 'test indi'.  Assuming 'test indi' refers to 'test individuals', then that would mean the setup's backwards; we should using the found Individuals as a list, not the found pieces of data, does that make sense?

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6 Replies 6
ATSolutionist
6 - Interface Innovator
6 - Interface Innovator

Hi there -

For your trigger what additional conditions are you utilizing? it may be routed to find the individual that is  linked and then prompted to send the email to that individual. Is it suppose to be 'splitting' per individual evenly? 

If you could share a quick snippet of the automation or provide some additional context I'd be happy to troubleshoot. 

 

Katelyn
info@consultasolutionist.com

Hmm, assuming you want to tick the checkbox and send that individual an email with all their relevant records, and assuming your data's set up like so:

Screenshot 2025-01-15 at 11.00.20 AM.png

Then you could try using an automation that triggers when the 'Publish' checkbox is ticked and its action will be to:
1. Find all the 'Data' records that are linked to the triggering record
2. Send them an email with all those found records:

Screenshot 2025-01-15 at 11.00.26 AM.png

And here's an example of the email being sent for Person A:

Screenshot 2025-01-15 at 11.03.10 AM.png

---

If you want to be able to tick a single checkbox and then send out one email per record in the Individual table, then you could try creating an automation with the following setup:

1. Find record action that looks for all the Individual records that have a linked 'Data' record
2. Use that result in a Repeating Group
3. For each of the found Individuals, find the linked Data records and send them an email

Screenshot 2025-01-15 at 11.05.20 AM.png
Link to base

 

Thanks Adam,

This has shown me a lot. 

What I notice though is that each line item in the data appears to trigger an email to be sent. 

This means that for 2 lines of Data, the individual is getting two emails, both containing all the relevant data. 

Is there something I have missed in applying this limitation? Images attached for clarity

Hmm, that doesn't sound right, each person should get one email with all their data.  From your screenshots, the first 'Find record' action is looking in 'test data', while the second 'Find record' is looking in 'test indi'.  Assuming 'test indi' refers to 'test individuals', then that would mean the setup's backwards; we should using the found Individuals as a list, not the found pieces of data, does that make sense?

C_Bridgett
5 - Automation Enthusiast
5 - Automation Enthusiast

That did the trick, thank you!

You’ve shown me some elements I haven’t combined before, very helpful.

rrusmin
5 - Automation Enthusiast
5 - Automation Enthusiast

I was not the original poster but I wanted to say that your explanation helped me solve my own problem. Your example base taught me a lot and it was exactly what I needed to implement!

Thank you!