Send unique, single email to each user in custom multi-user picker field

[Stewart_ Emily _ Global D_T]

I have a customfield_12858 that is a multi-user picker field. I want to send one email per day to each user that is selected in cf[12858], and the email should contain a list of all the work items on which that user is selected in cf[12858]. There should not be any emails sent to multiple users at the same time, even if the multiple users are selected in cf[12858] on the same work item.

I've tried about a million tweaks but cannot get it just right. The following automation is sending me two emails:

1. 1 with a list of the 3 work items on which I'm selected in cf[12858], which is good.

2. 1 to me and another user who are both selected in cf[12858] on one work item, but the email doesn't even list the 1 work item. This email should not be sent at all.

Please see detailed screenshots of the current automation rule, email output, and audit log, and thanks in advance.

[Bill Sheboy · Accepted solution]

Hi @Stewart_ Emily _ Global D_T 

When the rule uses Lookup Work Items on a multiple-selection, user field, that produces a list of lists.  Thus when the distinct function is added, it is checking the sets of selections.

For example, if you had four work items with these user selections:

1. key=ABC-111, customfield_12858=Alice, Bob
2. key=ABC-222, customfield_12858=Bob
3. key=ABC-333, customfield_12858=Eve
4. key=ABC-444, customfield_12858=Bob

The result of {{lookupIssues.customfield_12858.distinct}} would be [Alice, Bob], [Bob], [Eve]

When you want the individual user selections to be distinct, all the nested lists need to be flattened into one list before distinct is used:

{{lookupIssues.customfield_12858.flatten.distinct}}

Please try that and let me know how it helps.

Also, you note this in your question:

There should not be any emails sent to multiple users at the same time, even if the multiple users are selected in cf[12858] on the same work item.

Would you please clarify what you mean by "at the same time"?

Kind regards,
Bill

[Stewart_ Emily _ Global D_T]

Hi Bill, thanks so much for your prompt and accurate response. It worked as far as I can tell. I'll need to confirm with a couple more people tomorrow but feel confident the word flatten did the trick. Regarding my last comment, I just meant I didn't want an email to be sent to more than one user, so flattening worked perfectly. Thanks again!