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coxygt
Frequent Visitor

Read from Excel and send emails

Hi all,

 

Really hoping someone can help as I am being honest, completely stumped in Automate.

I have an Excel file that shows a list of files that have been shared Externally from my companies tenant.  The Spreadsheet shows:

  • ShareTime (dd/mm/yy hh:mm)
  • Shared By (email address)
  • Shared With (email address)
  • Share Resource Type (File, Folder)
  • Shared Resource (full URL of the object shared)
  • Share Type (text)
  • Workload (text)

What I am trying to do is to read the data, and for each Shared By email, have Power Automate send an email to that person showing them the files / folders they have shared, what type of share, URL, date / time (the fields above)?

Complete newbie with PowerAutomate, so please provide simple instructions if it can be done and thanks in advance.

4 REPLIES 4

@coxygt yes this is possible and the flow below is based on ones I use regularly where we don't want to send a separate email for every row in the Excel table (or, with me, more usually, a Sharepoint list). So it will send just 1 email to each unique email address. 

Make sure you format your Excel sheet as a table:

 

0-Excel.png

 

1. I've used a manual trigger but you could just as easily use a recurrence schedule trigger to send the emails once a week or at whatever interval you want.

 

The first action is then the Excel List Rows present in a table. Select the location, the table and then open the advanced options and for the DateTime field select ISO 8601. This is because Excel stores dates internally as an integer, not a date, but selecting ISO 8601 allows the flow to read it as a proper date. 

 

1-Flow.png

 

 

2. Next add a Select action and for the From field click in the field and select value from the dynamic content box. For the Map field select Shared By.

2-Flow.png

 

3. We now want to get all the unique addresses. Add a Compose action and in the Expression tab of the dynamic content box enter the expression union(body('Select'),body('Select'))

3-Flow.png

 

 

4. Next add an Apply to each and select the Outputs of the Compose you added in the previous step. All the following actions will be inside this apply to each.

4-Flow.png

 

 

5. Add a Filter array and select value from the list rows present in a table. Then set the filter to Shared By is equal to and select Current item from the dynamic content box.

5-Flow.png

 

 

 

6. Next, we want to create a table for the email so add a Create HTML table action. Click in the From field and select Body from the Filter array section of the dynamic content box.  In the advanced options select Custom for the Columns field. If we didn't format the date it would be displayed in the email as in the format 2023-05-23T09:15:00.000Z. So in the Header field type ShareTime and in the Value field enter the expression formatDateTime(item()?['Share Time'],'dd/MM/yy hh:mm')

 

Map the other columns using the expression item()?['Shared By'] etc etc

6-Flow.png

 

  

7. The default formatting of the HTML table is just plain. I've added a Compose action to style the table and then immediately after the </style> closing tab selected the outputs of the Create HTML table action.

7-Flow.png

 

 

Spoiler
<style>
table {
border: 1px solid #1C6EA4;
background-color: #EEEEEE;
width: 80%;
text-align: left;
border-collapse: collapse;
}
table td, table th {
border: 1px solid #AAAAAA;
padding: 3px 2px;
}
table tbody td {
font-size: 13px;
}
table thead {
background: #1C6EA4;
border-bottom: 2px solid #444444;
}
table thead th {
font-size: 15px;
font-weight: bold;
color: #FFFFFF;
border-left: 2px solid #D0E4F5;
}
table thead th:first-child {
border-left: none;
}
</style>

8. Finally add the Send an email action and in the To field select Current item. Then in the body of the email add any text you want and select the outputs of the table formatting compose action in the previous step.

8-Flow.png

 

 

9. When you run the email each unique email address will receive just 1 email with the list of items they've shared:

9-Email.png

 

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

 

That looks awesome Rob, I will have a look through getting that in to Automate and hoping to get the results you have, thanks mate.

Hi Rob, had a go with this, but in the section Create HTML table, where as your headers are all showing as Data types with the field names, mine show info() with the fx icon?  When I test the flow, I can see the column headers, but no actual data, cannot see a reason for this?  Can you see anything at all?

coxygt
Frequent Visitor

Hoping @RobElliott  is online, or if anyone else can help, Have followed the steps, the issue above with fields not showing the same now resolved, but no data other than the word Body and the column headers presents in the Create HTML Table section.


Also, in the Send an Email, I am getting an error "equest to Azure Resource Manager failed with error: '{"error":{"code":"InvokerConnectionOverrideFailed","message":"Could not find any valid connection for connection reference name 'shared_office365' in APIM tokens header."}}'.". 

Thanks in advance.

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