Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

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Posted on 2 Jul 2024 20:39:11 by RiotCharlie_199

Hi All,

Looking for some advice on the best way to send one staff member an email of their expired/ not completed training. I have attached an example of what our tracker looks like. Staff name are in column A, then B onwards has the course name and the date it expires.

I want on a weekly basis, for it to run a flow that checks the expired training and then compiles this into a HTML spreadsheet to send in 1 email to the staff member. The staff members email is stored in the same excel spreadsheet. It should also be able to filter out text, i.e N/A, Done etc.

The HTML spreadsheet should kind of look like this:-

Course Name	Date Expired

I think I found a way to do this but it only seems to work per column and we have close to 40 courses and not sure if I would need to filter array it per course.

Example of tracker.

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RiotCharlie_199 8 on 25 Jul 2024 at 09:16:32

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Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

Hi Sharon,

Really sorry for not replying, the messages had been going to Spam.

Thank you so much for looking into this.

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SharonS 164 on 10 Jul 2024 at 17:00:24

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Re: Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

@RiotCharlie_199 Hello, I collaborated with a developer to help fix the infinite loop issue. Here is the link where Sudeep fixed the infinite loop issue. https://powerusers.microsoft.com/t5/General-Power-Automate/How-can-I-fix-Infinite-Trigger-loop/m-p/2836210#M175473

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SharonS 164 on 08 Jul 2024 at 01:44:47

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Re: Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

I'm still working on a solution but I ran into an infinite trigger loop in my flow.

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RiotCharlie_199 8 on 05 Jul 2024 at 19:53:50

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Re: Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

Hi Sharon,

So it would be based on dates that have expired and the staff member would receive 1 email with all expires courses.

I attached a photo to my original post with a photo of what my tracker looks like as it is a bit of a beefy tracker.

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SharonS 164 on 05 Jul 2024 at 14:12:18

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Re: Sending email to staff with a list of expired training in 1 email from an excel spreadsheet

@RiotCharlie_199

I'll do some testing using excel as the datasource. Do you want the staffer to receive a single email showing his overall status of all classes (on time and late) if he is late on at least 1 class of only his status (not the status of other staffers who are late)? Or do you want him to get an email showing him his status of only the training where he is late?

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RiotCharlie_199 8 on 03 Jul 2024 at 10:40:36

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Re: Sending email to staff with a list of expired training in 1 email

Hi Sharon,

This is one way I could do it, but due to the way the table of training is laid out it is a bit different as there are multiple columns of data it would need to review then compile into one email.

I am not sure how best to compile all this data at once or if it is possible.

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SharonS 164 on 02 Jul 2024 at 22:22:01

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Re: Sending email to staff with a list of expired training in 1 email

@RiotCharlie_199
I created this sample flow using a SharePoint List. You can do the same using your excel spreadsheet as your datasource.
First create your datasource with these columns

Then create an automated flow using that datasource
The second step in the flow is a Delay to delay the email to send it once a week to the staffer if the Status=Late.

The email step can look like this
If this is acceptable, please mark as an accepted solution.

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