Flow to filter excel rows & send bucketed data as HTML to respective stakeholders

[Vikram_Vh]

Dear all 

I have a requirement to filter an excel table and send the specific rows pertaining to a particular manager as an HTML table on email. Have tried doing it in the past, using arrays, union function etc but could never get the complete solution which worked.

The sample data excel table is as follows . There are 5 records, but instead of sending 5 individual mails, i need to send 2 mails, one to Fred for records pertaining to officers Ramesh & Subra. Viv will get a table of remaining 3 officers/rows of data.

will request help with the resp. flow process. 

thank you in advance. 

regards

Vikram

[abm · Accepted solution]

Hi @Vikram_Vh 

I have made a tutorial video about this. See below link.

Power Automate - How To Filter Excel Rows Using Unique Column Names & Send Email? - YouTube

If you need further help please let me know.

Thanks

[Naveen_772]

@Vikram_Vh 

Please find the screenshot of the flows and expressions.

Output Email:

Explanation with the expression:

• First, create a variable of array type to store all emails.
• List all the rows from excel.
• Iterate over each record and add Manager email to the variable.
• Filter the unique Manager Email using union.
  • @{union(variables('Unique Manger Email'),variables('Unique Manger Email'))}
• Iterate over unique manager email id.
• Filter the rows listed from excel on the basis of email.
  • @equals(item()?['Manager ID'], items('Apply_to_each_2'))
• Create HTML table
• Send out the email.

I hope this helps you.

[Vikram_Vh]

thank you @abm for the video tutorial. really appreciate the time taken to make this detailed av.

Could finally do it on my own following your steps. It works as expected. 

Had some additional queries on this.

1.If i need to add the mail id of the respective officers in cc, is there a way to do it. 

2.While sending the bucketed list of rows to the manager, in the subject line i am not able to select the dynamic value from the manager name column. Doing it again adds a send to all loop after html step. 

regards

vikram

[Vikram_Vh]

Hi @Naveen_772 thank you very much for your detailed reply. Your solution has slightly different steps than one suggested by @abm . I tried out your steps as well, but somehow it was giving an error. will attempt the steps again and get back to you on the issue being faced. 

I am really thankful to this community for being so helpful & supportive . 

regards

vikram

[abm]

Hi @Vikram_Vh 

Thanks for your reply. Glad that it helped. Where does the respective officers email stored under? Is that another column in Excel. If it is then filter the excel sheet by the main email id before the Send email step. For the second issue regarding the dynamic value you may need to add that as an expression. I need to look your flow then only I can suggest a workaround to avoid the loop.

Thanks

[chloe22]

Hi @abm , im having the same situation as Vikram, let's see my sample data from excel table as below:-

There are 4 records, but instead of sending 4 individual mails, I wish to send 2 mails only, 1 mail to Lilly with customize HTML table pertaining to her vendors which including of Fresh Mart & Hero Market, and 1 mail to John with customize HTML table which consists of the row data for his vendor Happy Trading & Fresh Mart.

I have created my power automate flow according to your guidance video below:-

https://www.youtube.com/watch?v=vwMo79HFvtg

However, the result i got is different. Lilly was getting 4 similar individuals emails with the customize HTML table consisting of 2 similar row data for Fresh Mart but Hero Market data is not included. On the other hand, John also getting 4 similar individuals emails with customize HTML table consisting of 2 similar row data pertaining to Happy Trading without Fresh Mart data. 

Sharing with you 1 of the email sent to Lilly, Lilly was received 4 similar individual emails as below with duplicate data customize HTML table as well. 

Sharing with you the flow i have created, hope to get your kind help to fix on the issue as this is very important for me on my daily tasks and this is my very first time to power automate. Hope to get your response at the soonest!  Many thanks in advance! 

[abm]

Hi @chloe22 

You have two apply to each loop. Its not quite right. Have a look on my video you described. I only have one loop. This is where your issue is.

Thanks

[chloe22]

Hi @abm ,

Thanks for your checking, the apply to each loop is automatically added in by power automate, however i had solved the issue mentioned above by removing the second apply to each loop.

However, the next question coming in, @abm may i please check with you, i wish to send the email out with a dynamic content from my excel file. For example, please see below printscreen, under my email body, i would like to set " dear, dynamic content", however, the power automate automatic help me add in the apply to each loop which i dont want as it creates more problems after that. May i seek for your guidance how could i add a dynamic content from my excel table under my email body without letting power automate to auto add in the apply to each loop for me?

Looking forward to hear from you soon.

Many thanks in advance!

[abm]

Hi @chloe22 

You must have mapped the wrong dynamic content hence it's added the second loop. Glad to hear that you resolved it. What dynamic values are you trying to map. Believe the content is going to be same for more than one rows (records) sending the same person. If that's the case then filter the excel sheet again using that email address. Then use the expression index zero (0) to get the value and map directly under the email. 

Another option is under the List rows action step, set the filter and set the top count to one. Yes its going to put another loop but we know its always going to be one record only. 

Thanks

[chloe22]

Hi @abm ,

Thank you, let me elaborate what dynamic content i wish to add in. The dynamic content i wish to add under my email body is the "requestor name" that from my excel table into the email body.

My Excel table :

Email body :

"Dear Requestor Name"

But when i directly inputted the dynamic content from my excel table under my email body, power automate auto helped me to add in the apply to each loop which i dont wish to have.

May i seek for your advice, what step can i add into my flow in order to stop power automate auto add in the apply to each loop for me but at the same time i can add the dynamic content Requestor Name into my email body?

Below is my current flow and the yellow highlighted area is where i wish to add the dynamic content from my excel table:-

Thank you!

[abm]

Hi @chloe22 

I explained in my earlier thread what to do for this. Before the create email step you need to filter the list rows, set the top count 1, filter using the unique email address.

[chloe22]

Hi @abm ,

Thank you so much for your suggestion! However, I am not too sure how to create the flow you have mentioned. Sorry I'm kinda new to the power automate, would you mind to show the steps in power automate how to create the flow you mentioned?

"Before the create email step you need to filter the list rows, set the top count 1, filter using the unique email address"?

I'm trying to search around and tested in my flow but still I couldn't get it. Your step by step guidance in how to set up the flow in power automate would be much appreciated!

Many thanks in advance!

[abm]

Hi @chloe22 

Could you please create a new thread and post a screenshot of your flow? Tag me as @abm and I will have a look.

Thanks

[robertoC]

Instead of an HTML table in the email , I need to export on the filtered data and provide data (excel spreadsheet attachment) for each email. Each email should only get their own rows of records. Similar to the HTML table. Can you provide guidance.  I am new to power automate. Any help you can provide will be appreciated

[jnpb]

Hi @Vikram_Vh , @Naveen_772 : 

Thank you both for these great examples of how to make this work! I have a question for one or both of you: 

I have to solve for a similar flow, but mine differs from your examples in that: 
- I have two excel files

- I need to filter all rows from File 1 that have a filtered column (Region)

- I need to match the filtered Region rows from File 1 with a record in File 2 that has a matching Region and an email address

- All filtered rows from File 1 need to be emailed once to the email address in File 2 that has the matching Region. 

I tried to take the concepts in the designs above and make it work with two files, but keep running into errors. Are you able to provide an example of a modified version that meets the above conditions? 

Thanks again for your great work!

[AndreasN]

@abm 

I have followed your video to great success, but I also need to filter on a datecolumn, to only select all rows that are less than or equal to today's date. How is this possible, since that would require to create 2 apply for each, one where I filter e-mails and one where I filter dates?

[abm]

Hi @AndreasN 

What format your date is returned as from Excel in PowerAutomate?

[AndreasN]

The dates are formatted as 'dd.MM.yyyy'

This is an example of how my excel looks like, I can correctly group the two different e-mails, to have all the appropriate rows send to each e-mail in just one as shown in your video guide.

But I want to filter, so that only the orders that are equal to or less than today's date is included in the HTML table.

[AndreasN]

This is my input to my filter array:

This is my output of my filter array

This is my excel table:

And this is my filter array:

As you can see from the output, it doesn't recognize my date column as actual dates, but I suspect that it recognizes it as full numbers. It does not filter away the one that has an order date of 19.05.2023

I suspect it's because, power automate sees today's date (20.04.2023) as 20042023
and it sees the date of 19.05.2023 as 19052023

Then that date is technically lower than today's date, even though it is in fact not. 

Do you have any suggestion has to how to make power automate recognize it as dates? I have troubles making this work.

@abm