Using Excel to Select Who Will Receive An Email Notification

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Posted on 7 Jun 2023 22:43:55 by lbensen22

Hi All, @ChadVKealey.

In my flow, I want to include a way to use an Excel file (with names and email addresses) to trigger an email for new Form submission.

Once someone submits a form, PowerAutomate will create a task in Planner. But I only want specific people to receive an email about it. I am thinking of using an Excel file that updates daily or weekly. If they are in that Excel file, they will get a notification about the new task created in Planner.

How do I do it?

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v-jefferni on 12 Jun 2023 at 02:39:50

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Re: Using Excel to Select Who Will Receive An Email Notification

Hi @lbensen22 ,

First of all, to eliminate the saving error, please refer to below thread:

Solved: Status code 429 quote rate limit is exceeded try a... - Power Platform Community (microsoft.com)

Then answer you questions.

1. This will send a single Email to all the recipients. So, recipients could see each other.

2. You need to use Send an Email instead, and add attachment variable to this action.

3. If you want to send emails to individual recipients, you can use the Email column in To parameter and then this action will be included in an Apply to each control automatically, which means sending Emails to each recipient.

4. To get the link to a task, please refer to below thread:

Solved: Add link to Planner Task in Eamil - Power Platform Community (microsoft.com)

concat('https://tasks.office.com/mycompany.onmicrosoft.com/en-us/Home/Task/',TASKIDHERE)

Best regards,

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lbensen22 64 on 09 Jun 2023 at 17:08:11

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Re: Using Excel to Select Who Will Receive An Email Notification

Hi @v-jefferni ,

I am getting this error:

Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'excelonlinebusiness' operation 'GetTable' failed with status code '429'. This may indicate invalid input parameters. Error response: { "status": 429, "message": "Too many requests to Graph API. Please try again later.\r\nclientRequestId: a891371a-ffbe-42d8-8bc1-51b2f443f854\r\nserviceRequestId: d8153e62-18a6-4ca8-be54-1328e28b0b1e", "error": { "message": "Too many requests to Graph API. Please try again later." }, "source": "excelonline-ncus.azconn-ncus-001.p.azurewebsites.net" }'.

After Update task details, I put List rows present in table.

Is there a format of the Excel file I need to follow? I only structured it as:

Name | Email Address

And under Send email notification V3, this is what I have:

Questions:

1. Will this send an email individually without seeing everyone?
2. How do I attach the Uploaded documents? I have varAttachments that I capture from Forms.
3. Can I put the name of the recipient in there to make it more personalized?
4. How can I add the link of the task ID in the email notification so they can go there directly?

Sorry for so many questions!

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v-jefferni on 09 Jun 2023 at 06:45:35

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Re: Using Excel to Select Who Will Receive An Email Notification

Hi @lbensen22 ,

If you have a list of user names and Emails in Excel table, and want to send email notification to those users, you can use List rows present in a table action to get all Email addresses, populate them to the To parameter of Send and Email with notification action. The flow will send the email once, everyone in the table is recipient:

join(outputs('List_rows_present_in_a_table')?['body/value']?['Email'],';')

Best regards,

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lbensen22 64 on 09 Jun 2023 at 00:53:29

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Re: Using Excel to Select Who Will Receive An Email Notification

Hi All, any luck on this?

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