Send automatic emails with personalised excel data

[Gabree2511]

Hello everyone!

I am fairly new to power automate. Long story short I have created a flow that automatically adds data from a MS form nomination form into an excel spreadsheet. From there the nominator gets an automatic email confirmation with some details and I also receive an email and a teams notification to let me know a new response has been submitted.

Within this flow, I'd like to go one step further if possible. I'd like to also set up an automatic email to go the person the nominator put forward within the form including some of the data for fact checking purposes. I don't want to send the entire spreadsheet or even the entire data for that person. For example I have A-K columns and 1-14 rows of submissions. I would like to be able to send Jane Doe from row 2 an automatic email with data from columns A-D and J, K. (So nothing from E-I).

As mentioned above I am fairly new to power automate and I have been able to setup from basic flows, but this gets a bit more intricate then I am experienced with. If possible I'd also like to delay the email to not go out at the exact same time as the nominator one but perhaps a few weeks later?

[v-jefferni]

Hi @Gabree2511 ,

Could you please share more details about your scenario? Is there a column in the Excel table records the name or email address of the person the nominator put forward within the form? In other words, is there a way for the flow to know which rows need to be sent out? 

Anyway, if each submission of the form will delay for several weeks and send Emails to the recipient with the data in the Excel table including several rows and columns, the recipient will continually receive many Emails that have exact same data. In my opinion, you need to create a new automated flow, scheduled to run biweekly/monthly, list all the recipients in the table, for each recipient get the rows of them and send an Email to them in a single mail. To accomplish this, you'll need the Email addresses of all the recipients in the table as I mentioned above. 

Best regards,

[Gabree2511]

Thanks @v-jefferni 

Yes, there is a column within the spreadsheet where to nominator supplies the email address for nominee.

But yes ideally we don’t want to send emails to the nominee at the same time the nominator receives a confirmation of submission.

So a new flow every fortnight/monthly seems to be the best option. I sadly thought I’d be able to do it all within the one automated flow.

Is there a template or would it be a custom new flow to setup the following?

- Nomination data gets automatically saved

- Every fortnight/month a flow runs through the spreadsheet and sends emails to nominees (email addresses located in say column C) to all NEW nominees (I don’t want to email people once they’ve already been contacted before only new submissions that appear every fortnight/month. The data sent again will only be columns (A-D + K/etc where applicable).

Warm regards,

Gabie

[v-jefferni]

Hi @Gabree2511 ,

It would be much better that post a new case for the flow, so all the community users are able to see it and help. In addition, you can create a new Excel table where only includes table headers and some sample data to help other understand your scenario. 

Best regards,

[Gabree2511]

Hi @v-jefferni 

Thanks so much for your advice, I must just do this! 🙂 We're currently looking into more internal ways of setting up our data process so will put this entire thing on hold for a while until we figure out exactly what we need, from where, when/etc!

Thanks for your assistance!