cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Flow reading excel to get email addresses from a vlookup & sequential authorisation steps

 

 

Hi All,

I am new to using Flow and trying to find the best solution for the following situation, so any help would be much apprecited:

I want to have a online form automatically route to sequential departments for authorisation, whilst at the same time emailing the relevant parties of its progress and updating an excel document on sharepoint. At the final stage I want it to email out to a corresponding depot depending on how one of the excel fields has been updated during the process.

I have hit 2 problems in trying to get this to work:

1: A limit in the amount of authorisation steps i can include which i believe is a nesting issue and i can't work around?

2: The final step where I have a formula within excel to update the table with the correct corresponding email address based on the flow updating a cell duing the process seems to fail in gathering that email address in my flow, i can only assume it is pulling the formula and not the text/value from the cell?

formula is: =IF([@Route]="","",VLOOKUP(VALUE(LEFT(SUMPRODUCT(MID(0&[@Route],LARGE(INDEX(ISNUMBER(--MID([@Route],ROW(INDIRECT("1:"&LEN([@Route]))),1))*ROW(INDIRECT("1:"&LEN([@Route]))),0),ROW(INDIRECT("1:"&LEN([@Route]))))+1,1)*10^ROW(INDIRECT("1:"&LEN([@Route])))/10),2)),Depot_Email!$B$2:$C$18,2,FALSE()))


I have a sharepoint excel doument that has 3 tabs. 

One tab is a table with main record with the responses from the from, the second is a table with the stage that the form has been through for authorisation updated when the approve response date is submitted, the third is a table of the relevant email addresses for the appropriate depots that need informing at the final stage. A lot of the information contained within the emails is dynamic from the excel doucment.

I am using the approvers comments at various stages to update fields within table 1 such as the required route/accounting details when the approval is completed by that department.

My current solution:

Form is submitted - updates to show recieved, send email to say been received - starts approval - if approved due to containing correct information updates fields with data, and table with response date and sends emails to sender and next department - starts new approval - department approves with routing details - sends email to sender, next department, updates table with response date and updates table 1 with routing data - starts new approval - once final set up has been completed systemically it emails sender to confirm completed - updates information of completion date and send email to relevant depot with details (last bit thats failing)
Capture 1.PNGCapture 2.PNGCapture 3.PNG



i am sure there is a more elegant soloution and any help would be much appreciated.

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Anonymous,

 

It's should not a timing issue, I have tested on my side but not the same issue with you.Annotation 2019-09-18 180520.png

You could use the variable to have a test, the Initialize variable and Set variable actions will be used.Annotation 2019-09-18 180652.png

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

7 REPLIES 7
Anonymous
Not applicable

This is the email set up I am using at the final stage, which reads from the cell that is updated by the formula above, however the flow fails as it states that the email address is not  valid:

Capture 5.PNG

Hi @Anonymous,

 

  1. Not sure the authorization is the connection of outlook, you could refer to this document to view the limits of Flow configuration. https://docs.microsoft.com/en-us/flow/limits-and-config#definition-limits
  2. The Flow will pull the text value not the formula. If the last error in the final step that email is invalid, you can create a Compose action, to check the output the Email ref whether correct.
  3. Your Flow logic is correct. If you want to simplify the process, it is hard to do, it will make your Flow more complex.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Anonymous
Not applicable

Hi, thanks for the reply and your help.

I included the dynamic field"Email ref" in the body of an email to myself and it correctly displayed the email address rather than the formula which indicates it pulls the value rather than the formula as you stated.

I added in a new connector "compose" with the input as "email ref" and then used the output as a dynamic field in the email address field - when testing however this still failed!

The error code was 400 and as follows:

  "errors": [
    {
      "message": "The to array is required for all personalization objects, and must have at least one email object with a valid email address.",
      "field": "personalizations.0.to",

When looking at the error email it shows the "To:" field as blank despite this showing correctly within the flow as the output from the compose. I understand the logic of why this should work but don't understand why it isn't?

Any thoughts?

Hi @Anonymous,

 

It's weird, could you please have a try that input the email address manually?Annotation 2019-09-18 165641.png

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Anonymous
Not applicable

Hi @v-litu-msft,

Hi @Anonymous,

 

It's should not a timing issue, I have tested on my side but not the same issue with you.Annotation 2019-09-18 180520.png

You could use the variable to have a test, the Initialize variable and Set variable actions will be used.Annotation 2019-09-18 180652.png

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Anonymous
Not applicable

Hi @v-litu-msft ,

I have managed to get this to work - but with a wierd solution.

I used "Compose" to identify the email ref within the table as a text field - then "Update Row" within the table to hold the output from "Compose" in another column within the table (Lookup1)- then the email "To" used the the field Lookup 1 as the address to.

This worked - i don't understand why it didn't accept the compose output as a valid address for the email "To" field, however this has resolved the problem.

Thank you for your help

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 | Results 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 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 SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (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. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     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 Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   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 Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

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

Users online (4,076)