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Send e-mails to recipients based on the content of that e-mail.

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Posted on by Klaud

Hi,

I believe I am halfway through building my flow, however I am missing one crucial part, which I cannot find a solution to. Currently, how my flow is initialised is by clicking a power automate button in Power BI, which extracts data, puts is in an HTML table and sends an e-mail.

What I would like to do is send individual lines from dataset to recipients that can be found in one of the columns within my dataset. Thing is I only have names for these individuals and e-mails are stores in a sharepoint list. Is there any way I could potentially build like a lookup formula/table or anything that could link these names from my dataset to the names from sharepoint list and use their e-mails to filter the content out and send it to them?

Hopefully that makes sense.

Thanks in advance.

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Building flows

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Matthy79 4,188 Super User 2024 Season 1 on at

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Hello @Klaud

It would be easier to understand if you provide sample data as JSON. Right now you are sending one email. From the description you want to send multiple mails with different content. If it is that way you can’t use your current setup. How are columns and emails connected? Please provide sample data of power bi data and SharePoint data (only dummy data from the fields we need).

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Klaud 8 on at

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Hi @Matthy79

Apologies for a late reply, I have been busy recently with other projects that needed to take priority.
So the Power BI data looks more or less like this:
Where the recipients can appear multiple times or just only once, depending on what information comes out of the dataset.
Here is a snapshot of the SharePoint data for the recipients e-mail:
Now, the e-mails data is stored in a SharePoint because from what I understood earlier from the research, power automate can easily read data from the SharePoint but if necessary I could create the exact same list in another application (if this makes things easier at all).

Now, my goal is to send only specific content of the Power BI data to the corresponding recipients that have their e-mails stored currently in a sharepoint list.

I hope that clears things out now 🙂

Thanks

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Matthy79 4,188 Super User 2024 Season 1 on at

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Hello @Klaud

So just loop through the recipients list and inside the loop you filter the power bi data that matches the current user of the loop, create a csv or html of that data and send it to the user.

if you get stuck just post your modified flow setup.

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Klaud 8 on at

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Hi @Matthy79

Would I have to read the sharepoint list as a first step and then add the loop before the send e-mail step? I'm not really clear on how I should structure the flow in this instance. I would rather have the data sent on an e-mail instead of in the file as it would be more convenient for the users.

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Matthy79 4,188 Super User 2024 Season 1 on at

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Read the SharePoint list and read the email list (the order doesn’t matter) and than apply to each value of the email list.

Inside the apply to each you filter (filter array) the SharePoint list for the current recipient. After that you create an html table (create html table) with that filtered array. Last step (inside the apply to each) you send your email with the html table as body.

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Klaud 8 on at

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Hi @Matthy79,

I needed to do some more research on it to fully understand what steps need to be taken. Your response did guide me in the right direction after which I have found the following tutorial.

Thanks for the support 🙂

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