Sharing my Power Automate Flow: Potential Duplicate Notification

Stacy Cope

Summary

This flow runs each night and looks at new records added in the past 24 hours. It searches Raiser’s Edge NXT by the email, name, and address of the new record. If matches are found for a record, the flow will send an email to the person you designate with a list of potential matches for that record including links to their constituent records in RE NXT.

Required connections

• Outlook (organizations using a different email provider can replace with the Mail connector)
• Raiser’s Edge NXT Constituents

Suggested Skill Level

Beginner

Configuration Needs

Check the following actions:

• Recurrence - Everyday at 10pm: choose your time zone and change the run time if desired.
• Initialize variable – notification email: enter the email address you wish to receive the notifications. If you wish to include more than one email address, separate with a semicolon.
• Initialize variable – EnvID: enter your Environment ID. This is the string of letters, numbers, and characters after “envid=” and before “&” in any URL in your Raiser’s Edge NXT web view.
• Initialize variable – StrictSearch: The flow is currently set up to enable strict search which will exclude results whose names sound like the search text but are spelled differently. If you wish to disable strict search and include all possible matches in your results, you will need to change the value in this variable to a false expression.
  • To enter the expression, remove the true expression from the Value field in this action.
  • In the Dynamic Content box that appears, click on the Expression tab.
  • In the fx field, type false.

• Click OK.
• Your expression will now appear in the action

Troubleshooting Tips

• The first condition in the flow, “Condition – has email”: sometimes the flow removes the dynamic content value for the conditional. If that field is blank, choose the Count of records dynamic content found by the “List constituent email addresses” action.

Flow file to import

PotentialDuplicateNotification_20220525182105.zip (this file is giving 404 error)

PotentialDuplicateNotification_20220811142035.zip (this file added 8-11-22 to replace the one above)

Nicole Holt

This is so great!

Marita Gonsalves

@Stacy Cope
Hi there, the zip file link attached to your flow is giving a 404 error. Could you please add it to the message again?

Thanks!

Marita

Stacy Cope

@Marita Gonsalves, if I click on the link under “Attached Files” at the bottom of the post, it seems to be working fine, but I added another copy of the zip file dated 8/11 just in case that one is not working for you. Let me know if you continue to run into trouble!

Dan Snyder

@Stacy Cope @Marita Gonsalves Power Automate recently updated the options for importing flows, so you will want to make sure you select Import Package for these zip files.

Marita Gonsalves

@Stacy Cope This is amazing. Thank you so much!

Ryan York

@Stacy Cope Thanks Stacy-- Does the flow fail if the new constituent does not have an address and e-mail address on file?

Stacy Cope

@Ryan York, there are conditions in the flow that check for data in those areas before searching. The flow checks if there is an address and if there is, then it searches the database for other records with that address, if there is no address, it moves to the next step without search by address. So it should not fail if a constituent is missing data.

Stacy Cope

@Ryan York, if you check the conditions in the flow, the “Count” value sometimes is dropped when importing. If the field on the left is blank in any of the conditions, it needs to be filled with the “Count” dynamic content from the most recent step. Having one of these missing could potentially cause the flow to fail. If you have a screenshot of the step that's failing we may be able to track down the issue.

Ryan York

@Stacy Cope Thanks again – I'm really not sure. It resolved itself. I had previously checked this segment and the values were correct. I really appreciate you writing back to get me up and running!

Wendy Bondeson

@Stacy Cope do you know how adding more than one email address for notification works? I have added two different emails separated by ; and it doesn't seem to be working.

Austen Brown

@Wendy Bondeson - make sure there are no spaces between the two emails only the semicolon.

Alex Wong

@Wendy Bondeson
semi-colon with space or without is both ok

are you getting some error ? what is the error if so

Candy Reichert

My DBM wants this report on a weekly basis. Is it possible to get this emailed as one list and not multiple emails?

Stacy Cope

@Candy Reichert, there are probably a couple of ways to do a weekly digest, but it would require a lot of changes to this flow. You could have the flow add the potential duplicates to a SharePoint list or Excel file, or you could adapt it to be something like the digest flow linked below.

Jordan Gotfried

@Stacy Cope, Thank you for putting this here. This is great. I do seem to be pulling duplicates but when I click on the link to go to their records, they do not exist. I have the correct EnvID in the variable, so I'm not sure why they don't exist. Even if I search by their constituent ID I cannot find them.

Any help you can provide would be appreciated.

Stacy Cope

@Jordan Gotfried, Hi!

Have you verified that maybe the duplicate hasn't already been merged and deleted? Would you be able to post the link? It's possible that the flow dropped a bit of dynamic content.

Alex Wong

@Jordan Gotfried
not sure if you may have updated what was originally posted, but verify the ID you are using as well. URL link to constituent record requires the system record ID, which in flow dynamic content should be ID, do not use Lookup ID.

Jordan Gotfried

@Alex Wong Thanks for the suggestion. I have the correct ID in the output but I feel like I'm getting incorrect constituents. I have been working with Stacy behind the scenes, who's been giving me A+ help BTW, as to not clog up the responses here. I plan on putting the correct course of action here once I get it working.

Jordan Gotfried

So, I reset the RE NXT connector and gave it a few days to confirm it's working with some duplicates and appears all is good. Thanks to everyone who helped out. Super supportive!

Stacy Cope

@Jordan Gotfried, that's great news! Glad everything is working!