cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Sidhant_02
Post Prodigy
Post Prodigy

Sending a file at the start of every week in MS Teams

Hi everyone,
As we are in hybrid mode structure (post COVID), to know the work mode of employees  in my organization at the start of every week (Monday) an excel sheet is shared in Teams to fill the work mode for the week which looks like this:

Sidhant_02_0-1689574821975.png

So currently I am sharing this kind of file at the start of the week in my MS teams group with my colleagues (for record purpose), but is there a way we can automate the following process by using Microsoft Power Apps or Power Automate by integrating it in the MS Teams groups.
So what I am expecting is at the start of every week (for all 12 months) an automated excel sheet should be generated with all the names of the employees (for which it can refer to the list of employees in the group that I want this list to be shared along with the correct weekday dates for the current week) like the date for this weekday are: 17/07/23 to 21/07/23 and the next week it should update the dates and send the file in the teams group.

Sidhant_02_0-1689576911466.png

 

This is the group in which I want to share the excel sheet to enter the working mode for the week (so for names it can refer to the group, so instead of defining a list of employee's manually it should be automated so if a new employee joins in they can bed added to the next week list automatically using automation)
I have checked the Attendance Bot plugin but I want to check if it can be done using basic components in Power Apps and using flow. Do let me know on how to achieve the following.

Thanks & Regards,
Sidhant.

3 ACCEPTED SOLUTIONS

Accepted Solutions
SanmeshG
Multi Super User
Multi Super User

Hi @Sidhant_02 ,

 

I have created a flow for this.

Please refer the below steps.

 

1. Create  scheduled flow which runs every Monday.

2. Initialise a counter variable to keep the count of No. of Employees

3. Create a blank file in excel in onedrive or SP document library and use it to create a new .xlsx file.

4. Create the Headers dynamically as shown with SNo , Employee Name and Dates(which are dynamic)

5. Create the table in the file and pass the above header(created in step 4 as a parameter)

6. List the team members and add them to the newly created file using the add a row action.

7. Share the file from OneDrive or use the below thread to send the file from Power Automate(as there doesn't seem to be a direct action to send  a file in team group chat).

https://www.damobird365.com/custom-action-post-email-attachment-to-teams/

Some expression used in the flow are as below , the rest of them are dynamic and can be found from the Dynamic Content while creating the flow.

 

formatDateTime(utcNow(),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),1),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),2),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),3),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),4),'dd/MM/yyyy')

 

Ans1.pngAns2.pngAns3.png

 

If this helps , please give this a thumbs up and accept this as a solution.

 

Thanks,

Sanmesh

View solution in original post

Hi @Sidhant_02 ,

 

Please separate the date expressions in the Header with comma , so that they are treated as separate header names.

 

To upload the file to the Teams Channel , use the SharePoint create file action before that get the content of the Newly created Excel file. of the the file to the SharePoint Document Library in the /Shared Documents/General and post the message in teams channel.

dynamicHeaderExcel4.png

Else you can create the file in SharePoint itself initially before creating it in OneDrive and post the message to it after the team members are added in excel.

 

Hope this completes the answer , please mark this reply as a solution.

 

Thanks,

Sanmesh

 

View solution in original post

Hi @Sidhant_02  ,

 

Then its picking up the file content before the last few rows are added. So before your get file content action , add a delay of 2 mins and see it should work.

View solution in original post

36 REPLIES 36
SanmeshG
Multi Super User
Multi Super User

Hi @Sidhant_02 ,

 

This can be achieved using Power Automate. A few questions though , 

1. You want to update the same Excel Every week ? (I am not sure if the headers can be updated)

2. Is it okay to share a new Excel File at the beginning of every week with the List of all Employees? 

 

Also here I am assuming that Employees will update the WFH or WFO status manually in the File.

Hi @SanmeshG ,
To answer your queries:
1. You want to update the same Excel Every week ? (I am not sure if the headers can be updated)
Yes, because the headers will be containing the Sr. No column (which will remain the same for most of the cases until a new employee is added to the group MS Teams  which in my case will be the 'All Team Members') and the only part that should be changing at the start of every week will be the dates part
(Current week)
17/07  18/07  19/07 20/07 21/07

Next week:
24/07 to 28/07

The reason to retrieve the dates to be auto-populated is to reduce the manual input
(we can discuss about this later as well to update the headers part after we get the functionality running)

2. Is it okay to share a new Excel File at the beginning of every week with the List of all Employees? 
Works for me (as currently I am just sharing the same file at the start of the week i.e. Monday) but to differentiate each file for the name of the file can we add a like date timestamp (like the file generated for this week will be named Attendance_17-07-2023 

And your assumption is right employees will manually filling their work mode status for the current week and it will be WFO or WFH.

If you any questions that you want to be answered do let me know.

Regards,
Sidhant.

SanmeshG
Multi Super User
Multi Super User

Hi @Sidhant_02 ,

 

I have created a flow for this.

Please refer the below steps.

 

1. Create  scheduled flow which runs every Monday.

2. Initialise a counter variable to keep the count of No. of Employees

3. Create a blank file in excel in onedrive or SP document library and use it to create a new .xlsx file.

4. Create the Headers dynamically as shown with SNo , Employee Name and Dates(which are dynamic)

5. Create the table in the file and pass the above header(created in step 4 as a parameter)

6. List the team members and add them to the newly created file using the add a row action.

7. Share the file from OneDrive or use the below thread to send the file from Power Automate(as there doesn't seem to be a direct action to send  a file in team group chat).

https://www.damobird365.com/custom-action-post-email-attachment-to-teams/

Some expression used in the flow are as below , the rest of them are dynamic and can be found from the Dynamic Content while creating the flow.

 

formatDateTime(utcNow(),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),1),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),2),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),3),'dd/MM/yyyy')
formatDateTime(addDays(utcNow(),4),'dd/MM/yyyy')

 

Ans1.pngAns2.pngAns3.png

 

If this helps , please give this a thumbs up and accept this as a solution.

 

Thanks,

Sanmesh

Hi @SanmeshG ,
Thanks for the quick solution, I will try this on my side and reply if there is any more help that I may need. 

I am just not getting the file name which you have enclosed in the guid string

Sidhant_02_0-1689661968154.png

 

So is the correct format:

Sidhant_02_1-1689662618120.png

 

Expression:

guid(Attendance_formatDateTime(utcNow(),'dd/MM/yyyy')).xlsx


And the other issue is that I am able to retrieve the Table name defined earlier:

Sidhant_02_2-1689663067100.png

(Here Table1)

And also @SanmeshG , for the File content in the create file, you have mentioned to pass the Get_File_Content there was no option of Body:

Sidhant_02_3-1689663444525.png

 

Regards,
Sidhant.

Also I am using a OneDrive Business (so do we have to use OneDrive) and in the Create File (OneDrive for Business, the only option that I got was File content no body option which you have shown  in your steps.

So what I did was selected the Add Custom Table option and entered data in the required fields:

Sidhant_02_4-1689664937719.png

So is it correct @SanmeshG ?.

Regards,
Sidhant.

Hi @Sidhant_02  ,

 

You can use either OneDrive for business or SharePoint Document Library.

You don't need to use guid for File Name the below expression will be fine in your case. 

Attendance_formatDateTime(utcNow(),'dd/MM/yyyy').xlsx

You can select the Enter Custom name option and enter the name that you have given in the create table action

 Also , currently I am not sure if you are using a group chat or a teams channel to post the file to Teams.

 

I would suggest you to go ahead with teams channel approach as this creates Document library in SharePoint and the document uploaded there would reflect in the teams.

 

Else you can create the file in SP/OneDrive and share the link and post that link every week.

 

If this helps , please accept this answer as a solution.

 

Thanks,

 

Hi @SanmeshG ,
Yes I selected the Custom Table option and entered the same name which I used when the table was created and it is ok now.
Is this correct:

Sidhant_02_0-1689674123321.png

I used the file name convention that you mentioned but it is not valid:

Sidhant_02_1-1689678559332.png


And I am using a Teams Group chat and was thinking of sending an automated message along with the file in Teams like this:

Sidhant_02_1-1689674181301.png


Also you have recommended to use a Teams channel in that how will the file be posted every Monday (could you explain the process for same; are there any changes) and now after this flow is built. Will I need to share the file link every time (On Monday), can't be automated?. 

Regards,
Sidhant.

Hi @Sidhant_02 ,

Attendance_formatDateTime(utcNow(),'dd/MM/yyyy').xlsx

 

Here , the one that is written in bold is an expression and Attendance_ and .xlsx at the end is a hard-coded value.

 

It can be automated ,

If you are using a Teams Channel, Upload the file to a document library and it should reflect in the Files Section(Tab) in the Teams Channel.

 

 

 

Hi @SanmeshG ,
Now the flow is running successfully after fixing the file name issue

Sidhant_02_0-1689744124513.png

But now the date fields are getting populated in the same column instead of populating in different column (as you had shown in your response)

Sidhant_02_1-1689744258498.png


And you also mentioned that the process of uploading to a Teams Channel can be automated, so could just explain are there any additional steps that need to be added in the existing flow (and we can add a message that is shared to the Teams channel like : Please fill your Timesheet for this week).
Assume this is the Teams Channel where I want the file to be uploaded: (Power Apps Activities)

Sidhant_02_2-1689744754700.png


Regards,
Sidhant.

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!   This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersNumber of SolutionsSuper UsersNumber of Solutions @anandm08  23 @WarrenBelz  31 @DBO_DV  10 @Amik  19 AmínAA 6 @mmbr1606  12 @rzuber  4 @happyume  7 @Giraldoj  3@ANB 6 (tie)   @SpongYe  6 (tie)     Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersSolutionsSuper UsersSolutions @anandm08  10@WarrenBelz 25 @DBO_DV  6@mmbr1606 14 @AmínAA 4 @Amik  12 @royg  3 @ANB  10 @AllanDeCastro  2 @SunilPashikanti  5 @Michaelfp  2 @FLMike  5 @eduardo_izzo  2   Meekou 2   @rzuber  2   @Velegandla  2     @PowerPlatform-P  2   @Micaiah  2     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 3:Community MembersSolutionsSuper UsersSolutionsPower Apps anandm0861WarrenBelz86DBO_DV25Amik66Michaelfp13mmbr160647Giraldoj13FLMike31AmínAA13SpongYe27     Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 4:Community MembersSolutionsSuper UsersSolutionsPower Apps DBO-DV21WarranBelz26Giraldoj7mmbr160618Muzammmil_0695067Amik14samfawzi_acml6FLMike12tzuber6ANB8   SunilPashikanti8

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Top Solution Authors
Top Kudoed Authors
Users online (3,169)