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I'm planning a company wide software rollout and wanted to control the communication with Lists and Power Automate. All employees (~9000) would be stored within a SharePoint List containing email, date, name and some additional information.

Now I'd like to run a daily Flow which

  • filters the list by current date
  • iterates the remaining entries
  • sends an email to each user (about 800 per day) from an O365 group mailbox
  • writes a control value in the SharePoint List
  • BONUS: sends a summary to me

I also want to pre-fill the whole list (~9000 entries) with a seperate Flow which checks the Office Profile per email-adress and fetches firstname, department etc. so I don't have to do this per send email on the rollout.

Now my question is: Do I run into any limitation with Flow/Lists/Outlook? (Our company has a E3 licence)

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  • Depending how many actions are in your flow, you might run into 2000 actions/24 hours limit. And you might need to purchase add on. You can take look here – Matiur Rahman Feb 1 at 14:18
  • What is considered as a single action? Getting user profile, writing one or multiple fields in a list, IF-THEN-block, are these all unique actions? Is there an overview what is considered as a single action? – Der_Fab Feb 1 at 15:19
  • There is no MS documented definition (as I couldn't find online) as to what constitutes an Action in Power Automate. However, my conversation with MS support revealed that even a variable declaration in the flow is considered an action. I believe you could monitor the actions consumed by your flow in the Admin Console in your tenant (I'm not admin). – Matiur Rahman Feb 1 at 16:45
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In addition to the comments:

  1. The first limit you will exceed is the 5000 list view threshold, if you have plans for management directly in the list.

  2. The sending limits for Exchange Online is 10,000 recipients per day so that should not be a problem.

  3. Flow has a 500 limit on actions and allowed nesting depth for actions 8 for a single definition, where condition actions and the additional actions within the IF-ELSE block should be counted separately.

    See the reference here for more limits on Flow: Limits for automated, scheduled, and instant flows.

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