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KONeill102399
Helper I
Helper I

Emailing a HTML Table to each Manager of their employee information in one email

I am new to power automate and wanted to see if it was possible to email each manager a report of their employees a list of expired quotes.  I have created the query to pull the data from Power BI.  I also have the HTML table created.  But I don't know how to filter the array by the  manger so that only one email will be sent to them.

 

Does someone have a link to a video or examples that I can follow to attempt to create this?

4 ACCEPTED SOLUTIONS

Accepted Solutions
trice602
Super User
Super User

Hi @KONeill102399 ,

 

Here's a working flow that sends one email to each manager that contains all the related rows.  In this example I am using Excel at the data source but could be a SharePoint List too.  I hope you can use parts of this flow to make yours work.  I am using many of these flows and they always fire and deliver results.

 

trice602_0-1695504014922.png

 

So the first two actions under List rows present in a table are an Array and String variables shown below.

 

trice602_1-1695504060659.png

 

 

Next I am running an Apply  to each and capturing every single email from a column named Email from my List rows present in a table shown below.

 

trice602_2-1695504124097.png

 

Next you need to remove duplicates using a compose union() method.  This essentially provides you with a list of manager's emails (in your example).

 

trice602_3-1695504183434.png

 

Here's the last apply to each:

 

trice602_4-1695504223300.png

 

So, the filter array is going to find all the rows where the current item matches the email list, then you create your html table next.

 

trice602_5-1695504285624.png

 

You mentioned you already had your Create HTML table action completed, so not going to describe it in detail here, but here's mine:

 

trice602_6-1695504343847.png

 

In my example, I also create a csv file to send as an attachment, so you can see those steps here too.

 

trice602_7-1695504394355.png

 

I also use a FormatTable string to replace my create html table content with a border and spacing shown below:

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
The last step is sending the email.  The To: is the current item (the manager's email) and in the body of the email I have my nicely formatted html table.  Next I add my csv file as an attachment and this will loop through email manager's email and send an email with all their related rows.
 
trice602_8-1695504537854.png

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

trice602
Super User
Super User

Hi @KONeill102399 ,

 

Here's the answers to your questions.  I also reran my flow to get some current output to compare and help explain each output and/or compare differences.  On the surface, it may be a dataset difference issue, I am using a simple excel table and you are using a pbi dataset.

 

Question #1:  Yes, this is your output from union.  You should have a list of unique email addresses and I think you can check this off.

 

trice602_0-1695575983213.png

 

Question #2:  this is my output from List rows present in a table.

 

trice602_1-1695576132586.png

 

 

Question #3:  No, this is not the variable emailaddresslist it is the column in my List rows present in a table, in my case I have a column named "Email".  So in my filter array, using my compose union output:

 

I want to filter array by the current item that is equal to the [Email] column in my table below.

 

trice602_2-1695576358845.png

 

trice602_3-1695576543897.png

 

 

Question for you, can you access your [Email] column as dynamic content shown below?

 

trice602_4-1695576665823.png

 

Here's my filter array input/output.  It looks like you may need to use a Parse JSON before your filter array so you can access individual columns.

 

trice602_5-1695576810976.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

trice602
Super User
Super User

Output: 

trice602_6-1695576968734.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

Nice! If you could mark one or more replies as a solution, much appreciated! 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

15 REPLIES 15
trice602
Super User
Super User

Hi @KONeill102399 ,

 

Here's a working flow that sends one email to each manager that contains all the related rows.  In this example I am using Excel at the data source but could be a SharePoint List too.  I hope you can use parts of this flow to make yours work.  I am using many of these flows and they always fire and deliver results.

 

trice602_0-1695504014922.png

 

So the first two actions under List rows present in a table are an Array and String variables shown below.

 

trice602_1-1695504060659.png

 

 

Next I am running an Apply  to each and capturing every single email from a column named Email from my List rows present in a table shown below.

 

trice602_2-1695504124097.png

 

Next you need to remove duplicates using a compose union() method.  This essentially provides you with a list of manager's emails (in your example).

 

trice602_3-1695504183434.png

 

Here's the last apply to each:

 

trice602_4-1695504223300.png

 

So, the filter array is going to find all the rows where the current item matches the email list, then you create your html table next.

 

trice602_5-1695504285624.png

 

You mentioned you already had your Create HTML table action completed, so not going to describe it in detail here, but here's mine:

 

trice602_6-1695504343847.png

 

In my example, I also create a csv file to send as an attachment, so you can see those steps here too.

 

trice602_7-1695504394355.png

 

I also use a FormatTable string to replace my create html table content with a border and spacing shown below:

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
The last step is sending the email.  The To: is the current item (the manager's email) and in the body of the email I have my nicely formatted html table.  Next I add my csv file as an attachment and this will loop through email manager's email and send an email with all their related rows.
 
trice602_8-1695504537854.png

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn
KONeill102399
Helper I
Helper I

Here is my flow that I have so far but i can't get the apply to each and filter to work.

 

Power Automate Flow.png

trice602
Super User
Super User

Hi @KONeill102399 ,

 

Wow this is great!  You definitely know what you are doing here.  Here's what I see in your filter array:

 

In your filter array you are comparing the entire body of your PBI dataset to see if it is equal to the current item and that should always return no rows.

 

trice602_0-1695505622861.png

 

And here's my example:

 

In my example, I am comparing the email values to my current item.   I believe this is your root cause.

 

trice602_1-1695505656906.png

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

I don't understand the apply to each and filter because my results are blank.  Can you please explain what each output is from?

1 Is it the output from the compose union?

2 Is it the First Table Rows (query results as an array of rows) or CheckQueryIFBlank which is an array of the Power BI query?

3 - Variable Email list?

Apply to Each Filter.pngResults.png

 

trice602
Super User
Super User

Hi @KONeill102399 ,

 

Here's the answers to your questions.  I also reran my flow to get some current output to compare and help explain each output and/or compare differences.  On the surface, it may be a dataset difference issue, I am using a simple excel table and you are using a pbi dataset.

 

Question #1:  Yes, this is your output from union.  You should have a list of unique email addresses and I think you can check this off.

 

trice602_0-1695575983213.png

 

Question #2:  this is my output from List rows present in a table.

 

trice602_1-1695576132586.png

 

 

Question #3:  No, this is not the variable emailaddresslist it is the column in my List rows present in a table, in my case I have a column named "Email".  So in my filter array, using my compose union output:

 

I want to filter array by the current item that is equal to the [Email] column in my table below.

 

trice602_2-1695576358845.png

 

trice602_3-1695576543897.png

 

 

Question for you, can you access your [Email] column as dynamic content shown below?

 

trice602_4-1695576665823.png

 

Here's my filter array input/output.  It looks like you may need to use a Parse JSON before your filter array so you can access individual columns.

 

trice602_5-1695576810976.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn
trice602
Super User
Super User

Output: 

trice602_6-1695576968734.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Thank you for the help.  I learned a ton with this flow.  

Nice! If you could mark one or more replies as a solution, much appreciated! 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn
BurcuIsik
Helper I
Helper I

@trice602 For Filter Array: How can I put the "current item" that is equal to the "E-Mail data"?

trice602
Super User
Super User

Hi @BurcuIsik ,

 

Please see screenshot from previous reply; here's a quick clip.  So, remember here, in this apply to each we use filter array to find all the rows in our email list that match the email column in the excel table.

 

trice602_0-1703169503139.png

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

@trice602 Thanks for your help. I have still problems to choose the email row from my data: I could reproduce the "Current item" is equal to: my email row is like this:  'vdwc_ProjC_Contacts'[mail] How is the correct way for the second part of The Filter query for mail? is this correct? this delivers always blanc table

item()?['vdwc_ProjC_Contacts['mail']

trice602
Super User
Super User

Hi @BurcuIsik ,

 

The second part of the filter array is the dynamic content from the excel table column for your email addresses, just select the column as dynamic content - you don't have to type anything out there.

 

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

@trice602 I have only the whole data from Power BI not the Email as a row: I can only choose his: 

BurcuIsik_0-1703170665460.png

Therefore I try to choose the row for the mails. My data is coming from Power BI Table not  Excel. Many thanks.

trice602
Super User
Super User

Hi @BurcuIsik ,

 

I recommend you start a new post and include your entire flow.  Thanks!

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn
jepuri
Frequent Visitor

I just wanted to comment that these instructions were very helpful for me too! Thanks for taking time to outline the specifics.

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