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Flow to filter excel rows & send bucketed data as HTML to respective stakeholders

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Posted on by Vikram_Vh

Dear all

I have a requirement to filter an excel table and send the specific rows pertaining to a particular manager as an HTML table on email. Have tried doing it in the past, using arrays, union function etc but could never get the complete solution which worked.

The sample data excel table is as follows . There are 5 records, but instead of sending 5 individual mails, i need to send 2 mails, one to Fred for records pertaining to officers Ramesh & Subra. Viv will get a table of remaining 3 officers/rows of data.

Excel table.JPG

will request help with the resp. flow process.

thank you in advance.

regards

Vikram

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abm abm 32,865 Most Valuable Professional on at

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Hi @Vikram_Vh

I have made a tutorial video about this. See below link.

Power Automate - How To Filter Excel Rows Using Unique Column Names & Send Email? - YouTube

If you need further help please let me know.

Thanks

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Naveen_772 208 on at

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@Vikram_Vh
Please find the screenshot of the flows and expressions.
Output Email:

Explanation with the expression:

First, create a variable of array type to store all emails.
List all the rows from excel.
Iterate over each record and add Manager email to the variable.
Filter the unique Manager Email using union.
@{union(variables('Unique Manger Email'),variables('Unique Manger Email'))}
Iterate over unique manager email id.
Filter the rows listed from excel on the basis of email.
@equals(item()?['Manager ID'], items('Apply_to_each_2'))
Create HTML table
Send out the email.
I hope this helps you.

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Vikram_Vh 38 on at

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thank you @abm for the video tutorial. really appreciate the time taken to make this detailed av.
Could finally do it on my own following your steps. It works as expected.
Had some additional queries on this.
1.If i need to add the mail id of the respective officers in cc, is there a way to do it.
2.While sending the bucketed list of rows to the manager, in the subject line i am not able to select the dynamic value from the manager name column. Doing it again adds a send to all loop after html step.

regards

vikram

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Vikram_Vh 38 on at

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Hi @Naveen_772 thank you very much for your detailed reply. Your solution has slightly different steps than one suggested by @abm . I tried out your steps as well, but somehow it was giving an error. will attempt the steps again and get back to you on the issue being faced.

I am really thankful to this community for being so helpful & supportive .

regards

vikram

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abm abm 32,865 Most Valuable Professional on at

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Hi @Vikram_Vh

Thanks for your reply. Glad that it helped. Where does the respective officers email stored under? Is that another column in Excel. If it is then filter the excel sheet by the main email id before the Send email step. For the second issue regarding the dynamic value you may need to add that as an expression. I need to look your flow then only I can suggest a workaround to avoid the loop.

Thanks

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chloe22 23 on at

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Hi @abm , im having the same situation as Vikram, let's see my sample data from excel table as below:-
There are 4 records, but instead of sending 4 individual mails, I wish to send 2 mails only, 1 mail to Lilly with customize HTML table pertaining to her vendors which including of Fresh Mart & Hero Market, and 1 mail to John with customize HTML table which consists of the row data for his vendor Happy Trading & Fresh Mart.

I have created my power automate flow according to your guidance video below:-
https://www.youtube.com/watch?v=vwMo79HFvtg

However, the result i got is different. Lilly was getting 4 similar individuals emails with the customize HTML table consisting of 2 similar row data for Fresh Mart but Hero Market data is not included. On the other hand, John also getting 4 similar individuals emails with customize HTML table consisting of 2 similar row data pertaining to Happy Trading without Fresh Mart data.

Sharing with you 1 of the email sent to Lilly, Lilly was received 4 similar individual emails as below with duplicate data customize HTML table as well.

Sharing with you the flow i have created, hope to get your kind help to fix on the issue as this is very important for me on my daily tasks and this is my very first time to power automate. Hope to get your response at the soonest! Many thanks in advance!

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abm abm 32,865 Most Valuable Professional on at

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Hi @chloe22

You have two apply to each loop. Its not quite right. Have a look on my video you described. I only have one loop. This is where your issue is.

Thanks

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chloe22 23 on at

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Hi @abm ,

Thanks for your checking, the apply to each loop is automatically added in by power automate, however i had solved the issue mentioned above by removing the second apply to each loop.

However, the next question coming in, @abm may i please check with you, i wish to send the email out with a dynamic content from my excel file. For example, please see below printscreen, under my email body, i would like to set " dear, dynamic content", however, the power automate automatic help me add in the apply to each loop which i dont want as it creates more problems after that. May i seek for your guidance how could i add a dynamic content from my excel table under my email body without letting power automate to auto add in the apply to each loop for me?

Looking forward to hear from you soon.
Many thanks in advance!

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abm abm 32,865 Most Valuable Professional on at

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Hi @chloe22

You must have mapped the wrong dynamic content hence it's added the second loop. Glad to hear that you resolved it. What dynamic values are you trying to map. Believe the content is going to be same for more than one rows (records) sending the same person. If that's the case then filter the excel sheet again using that email address. Then use the expression index zero (0) to get the value and map directly under the email.

Another option is under the List rows action step, set the filter and set the top count to one. Yes its going to put another loop but we know its always going to be one record only.

Thanks

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chloe22 23 on at

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Hi @abm ,

Thank you, let me elaborate what dynamic content i wish to add in. The dynamic content i wish to add under my email body is the "requestor name" that from my excel table into the email body.

My Excel table :
Email body :
"Dear Requestor Name"

But when i directly inputted the dynamic content from my excel table under my email body, power automate auto helped me to add in the apply to each loop which i dont wish to have.
May i seek for your advice, what step can i add into my flow in order to stop power automate auto add in the apply to each loop for me but at the same time i can add the dynamic content Requestor Name into my email body?

Below is my current flow and the yellow highlighted area is where i wish to add the dynamic content from my excel table:-

Thank you!

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