Automatic emails for reports

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Posted on by IuliaM

Hi all,

I am having some troubles in creating a flow with specific requirements:

1- I have a folder with 20-30 excel file, each file has a specific name and in my case, the name is Full Name of an user

2- I need to create a flow, that will take each excel file and attached it to the email and it should be sent to the email address of that particular user

3- In each file, I have the Full Name of the user as well as the emaill address of that user and the subject has be XXXXXX+today's date + Full Name of the user

I used so far : List file in a folder, Get File metadata, Get file content, Send an email - but here as I do not have the excel file (get rows) I do not know how to put the row in the TO: in order to send the email to the specific address.

The second flow I used, was indeed with Get a Row - but I do not know how to attach the excel file to each email.

Thanks in advance for your support 🙂

IuliaM

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Building flows

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That depends on the structure of the excels.

1. There is a table? If not create a table action - btw use file id instead of path. It works.

2. What data you want to extract? You need to specify column and row.

3. Use expression body('List_Rows')[ColumnName][Row] or row and column name I'm not sure for now.

4. If you want to get dynamic content from the file which isn't specified and you use one action for a lot of files like now you should get a sample by reading one file and past that to Parse JSON.

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IuliaM 4 on at

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Hi @Anonymous

Please see below the current flow, and the steps which I did:

I have the problem to the send an email (V2) as in the field TO: I would like to have the possibility to put there a path to an excel file with the exact email address of the user/ or to have the possibility to add a row in an excel file where I have the email address.

Hope you can help me 🙂

Thanks
IuliaM

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You mean the e-mail is in the excel? If you want to create a sharing link use SharePoint connector. It has this function. Migrate your data to team site. If you want to put something to excel by user manually he will open link and edit it manually or use approval and the receiver can put something to comment and next use this comment as input to update a row action. Still I'm not sure what you want to get because you didn't specified where is the data which you want to use or what data you want to put.

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IuliaM 4 on at

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Hi @Anonymous sorry to the confusion 😞
So, let me try to explain is better this time : I have a folder "Reports" which contains 20-25 excel files( each excel file has the name from the User column). These excel files have a lot of info and among the columns I have a column which is called " User" and "User Email Address" - these files are renewed every week (based on other reports which are run)
What I need : I need to create a flow (manually triggered) that will send an email to the "User Email Address" from each excel file from the "reports" folder and it has to attach the respective file from the same folder.
I do not want to use a SharePoint, but if there is no other solution, I will give it a try.

Thanks so much for your help!

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I can't help you without a SharePoint.

You have to:

1. List all files to get all xlsx files.

1a. If you have folders in the folder and there you have xlsx files then use condition if IsFolder equals true then append to array variable 'this item'. Next parse that and list all folders from this array. Then again use condition again and append to another array files which are not IsFolder equals true.

2. Excel have table? If it have then list rows, if excel don't have table then use create table. If tables don't have same amount of the rows then use filter array and filter empty rows.

3. Now you can access e-mail by expression body(List_rows_in_present_table)['UserNameOfColumn'] and if there is only one record use body(List_rows_in_present_table)['UserNameOfColumn'][0]

4. Now you have rest i think.

The file path for dynamic excel flow is FileID. So instead path use fileID and nothing else. It's working at SharePoint I don't think it will be possible at one drive.

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