cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Chris22
Helper I
Helper I

Mail merge excluding duplicate emails

Hello,

I want to circulate a list of leads to our sales team on a regular basis. I want each member of the sales team to get a personalised list of leads. The data currently sits on an excel spreadsheet. There is a column that has the sales persons email address. I was thinking to treat it like a mail merge but then that would result in one email for each lead. 

 

Is there a way of using 'apply to each' to send 1 email to each unique user with a link or attachment to a spreadsheet with their leads? So my example bellow everyone would get 1 email with their leads. Joe would get 1 email with a spreadsheet that has both red and green in the table?

Chris22_0-1603895282181.png

 

thanks in advance.

2 ACCEPTED SOLUTIONS

Accepted Solutions
Paulie78
Super User
Super User

This is quite straightforward to do, check out this image https://ibb.co/V2hmW5P :

mailMergeFromExcel.png

This is the resulting email for Tim:

Tim.PNG

and for Joe:

Joe.PNG

Hope this helps, reach out if you need help building it.

 

Please...

If I answered your question Accept it as a solution ✔️ 

If I helped you out, please give me some Kudos 👍

Thanks 😙

 

View solution in original post

Paulie78
Super User
Super User

To me, it looks like you have tried to put the entire array of email addresses in the "To:" field, when what you want is just the Dynamic Content "CurrentEmail".

 

Almost time for your whiskey....

View solution in original post

17 REPLIES 17
sumurthy
Employee
Employee

I know this is not the full solution -- but for the core part of your solution you can use Office Scripts.

See here for more details: 

https://docs.microsoft.com/en-us/office/dev/scripts/overview/excel

 

You can use Run Action on Excel online flow to first create an output that summarizes the leads by sales person. 

Input table 

sumurthy_0-1603903767832.png

(it's in a sheet called Sheet4)

Office Script

function main(workbook: ExcelScript.Workbook): ReturnTemplate {
  const keyColName = 'Sales lead'
  const table1 = workbook.getWorksheet('Sheet4').getTables()[0];
  const keyColumnValues: string[] = table1.getColumnByName(keyColName).getRangeBetweenHeaderAndTotal().getValues().map(v => v[0] as string);
  const uniqueKeys= [...Array.from(new Set(keyColumnValues))];
  console.log(uniqueKeys);
  const returnObj: ReturnTemplate = {}

  uniqueKeys.forEach((key: string) => {
    table1.getColumnByName(keyColName).getFilter()
      .applyValuesFilter([key]);
    const rangeView = table1.getRange().getVisibleView();
    returnObj[key] = returnObjectFromValues(rangeView.getValues() as string[][]);
  })
  console.log(JSON.stringify(returnObj));
  table1.getColumnByName(keyColName).getFilter().clear();
  return returnObj
}

function returnObjectFromValues(values: string[][]): BasicObj[] {
  let objArray = [];
  let objKeys: string[] = [];
  for (let i=0; i < values.length; i++) {
    if (i===0) {
      objKeys = values[i]
      continue;
    }
    let obj = {}
    for (let j=0; j < values[i].length; j++) {
      obj[objKeys[j]] = values[i][j]
    }
    objArray.push(obj);
  }
  return objArray;
}

interface BasicObj {
  [key: string] : string
}

interface ReturnTemplate {
  [key: string]: BasicObj[]
}

 

 

Output: 

{
	"person1@mail.com": [{
		"Sales lead": "person1@mail.com",
		"Client name": "Foo1",
		"Client contact": 123456789,
		"Status": "Approach",
		"Notes": ""
	}, {
		"Sales lead": "person1@mail.com",
		"Client name": "Foo3",
		"Client contact": 123456791,
		"Status": "Approach",
		"Notes": ""
	}],
	"person2@mail.com": [{
		"Sales lead": "person2@mail.com",
		"Client name": "Foo2",
		"Client contact": 123456790,
		"Status": "Approach",
		"Notes": ""
	}, {
		"Sales lead": "person2@mail.com",
		"Client name": "Foo4",
		"Client contact": 123456792,
		"Status": "Approach",
		"Notes": ""
	}],
	"person3@mail.com": [{
		"Sales lead": "person3@mail.com",
		"Client name": "Foo5",
		"Client contact": 123456793,
		"Status": "Approach",
		"Notes": "Note Intl time zone"
	}],
	"person4@mail.com": [{
		"Sales lead": "person4@mail.com",
		"Client name": "Foo6",
		"Client contact": 123456794,
		"Status": "Hold",
		"Notes": ""
	}]
}

 You can then use this output in the next flow to send email. 

 

If the output structure needs to change (perhaps an array with each element belonging to sales lead, you can alter the script to do it. Let me know if you need help.

Hi Sumurthy,

This looks very promising for this solution but I can see office scripts being very helpful in a number of other areas. I'll give this a crack and let you know if I need further help.

Many thanks!

Chris

You can checkout this video for step by step instructions -- though for a different scenario: 

https://youtu.be/dVwqBf483qo

Chris22
Helper I
Helper I

hello @sumurthy ,

I've got the script working like a charm but i'm not sure the next step in Power Automate. 

I'm assuming I need to use 'Parse Json' so that I can pick up the 'Email', 'Ref', and colour headers?

Then I'm assuming I need to use 'Apply to each' step? If this is the case what is the output from previous step?

Thanks for your help so far!

I'm not very familiar with other actions that allows such data to be parsed for email action. 

It is however easy to output whatever format that's required for such email to be sent out of the script. 

[

   { id: id1, data: [] },

   { id: id2, data: [] }

]

 

vs

{

  id1: [],

  id2: []

}

 

 

Chris22
Helper I
Helper I

Hello, 

Thank for the help so far. I'm a bit stuck however. I've tried a few options and I can't figure what format I need the output in from the script.

useing your example:

Chris22_0-1605202893740.png

 

The purpose of my flow is to send a single email to each of the emails mentioned. (person1@mail.com, person2@mail.com etc...) In the body or as an attachement I would like to send then a table of their leads. So person 1 would get one email with the following table:

Client name

Client Contact

Status

Notes

Foo1

123456798

Approach

 

Foo3

123456791

Approach

 

 

Ideally it would be a HTML table inside the email but it could also be an email attachment.

 

What would the next steps be?

 

Many thanks

sumurthy
Employee
Employee

Hi @Chris22 

I think I can provide a sample in response... I haven't tried the last step myself. Will get back to you within a day.

I'm thinking of one of two approaches -

1. generate the HTML that can directly be embedded in the mail from Office Script

2. generate image of range that you can use 

3. or, construct the email body in the send mail action. 

 

not sure which one will work best... I'll look and get back.

Paulie78
Super User
Super User

This is quite straightforward to do, check out this image https://ibb.co/V2hmW5P :

mailMergeFromExcel.png

This is the resulting email for Tim:

Tim.PNG

and for Joe:

Joe.PNG

Hope this helps, reach out if you need help building it.

 

Please...

If I answered your question Accept it as a solution ✔️ 

If I helped you out, please give me some Kudos 👍

Thanks 😙

 

Hi @Paulie78 ,

Thank you so much you have no idea how this is going to help. I've just about cracked it apart from one this.

The tables in the emails have the header but no data.

 

When I create the HTML table what (body) placeholder am I selecting? I would have thought there would be one from (List rows in table). The only option available is from the (filter array) step.

 

Did we miss a step or am I being really thick?

 

Thanks again.

Paulie78
Super User
Super User

The filter array is the correct step to use as the input for the HTML table action (because you want a filtered list of results). 

 

What it means if the HTML Table is empty is that your filter result is probably empty. So your first step would be to check the output of the filter in the run history. Hopefully it should look something like this:

mailMergeFromExcelFilter.png

 

If the Outputs are empty, then you have a problem in your filter condition, so that would be the first place to check. I also realise now that I didn't give you the source for the HTML table formatting. You can grab it from my blog:

 

Power Automate HTML Table Styling and Formatting 

 

I'm guessing by the way you spell colour that you are in the UK, so if you get stuck again, we can have a quick teams meeting and I will have a look at the flow for you.

Hi @Paulie78, Thanks for this. I'll have a look tonight with a glass of whisky and see if I can figure out what went wrong. No doubt it was user error on my end. thanks again for your help. I'll let you know how I get on. 

 

Paulie78
Super User
Super User

Maybe have the whisky after as a celebration 😂

If it will make it easier for you I will record a video of building the whole flow (only takes a couple of minutes). Writing it up took longer. 

Chris22
Helper I
Helper I

Hi @Paulie78,

Your instructions were spot on, i've managed to make it to the last step but then I get this error. Any ideas where I went wrong?

powerautomate.png

 

Paulie78
Super User
Super User

To me, it looks like you have tried to put the entire array of email addresses in the "To:" field, when what you want is just the Dynamic Content "CurrentEmail".

 

Almost time for your whiskey....

Chris22
Helper I
Helper I

Hi @Paulie78 , 

I deleted the placeholders and added them back in and bingo!

Whiskey time.

Thanks again! If I ever have more children I shall name them Paulie!

Chris

 

Hi Paulie, I stumbled across this today and it has been a huge help (first time using power automate)! You’re a life saver.

 

do you know how we would add the person’s name to the body of the email (ex. “Hi Tim,” instead of “Hi,”)?

I should add that I have a column in the excel file called “names” with the name of the person associated with each email 

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (4,080)