Send copy email with html table

[DEBS1644]

Hi, I am sending emails to managers which contain a table of items. I want to be able to add a CC to the email, so it copies in an admin. How do I do that? (Screenshots in attached file). I cannot use the CC in Advanced Options as that would produce an email for every row in the table instead of grouping together the rows (which is what the first part of the flow deals with).

[grantjenkins]

You should be able to just use the CC field in Send an email as it will only send the email once per manager (Assign Notification). So, the CC person will receive an email for each manager's table, not for each row.

Or did you want to send an email to the admin with a table containing all the items across all managers?

[DEBS1644]

The CC is not going to the same person. So I could have 100 rows of data and the flow will build a table for each manager containing his / her depots (see below). I want to be able to send a copy of the email with the table to their admin. The To: in the email is not entered into the To: in 'Send an email (V2)' it is 'Current Item' so I'm guessing I need another 'Current Item' for the CC:

Depot	Item / Subject	Frequency	Due Date	Assign Notifications To	Copy to
Bewdley	Portable Appliance Testing	Yearly	23/10/2023	Manager A	Admin A
Bewdley	Gas Inspections	Yearly	23/10/2023	Manager A	Admin A
Bewdley	Fire Extinguishers	Yearly	10/11/2023	Manager B	Admin B
Detling	Breathalysers	6-monthly	13/02/2022	Manager B	Admin B
Detling	Fire Detection and Alarm	6-monthly	01/11/2022	Manager B	Admin B
Exeter	EICR	3-yearly	06/01/2022	Manager C	Admin C
Exeter	Waste Carriers Licence	3-yearly	25/01/2018	Manager C	Admin C
Gatwick	Air Conditioning	6-monthly	16/09/2022	Manager D	Admin D
Gatwick	Portable Appliance Testing	2-yearly	20/04/2021	Manager D	Admin D
Gatwick	Forklift Truck	Yearly	18/08/2022	Manager D	Admin D
Gatwick	Gas Inspection	Yearly	16/09/2022	Manager D	Admin D
Gatwick	Mezzanine Floor	Yearly	30/11/2022	Manager D	Admin D

[grantjenkins]

Will each Manager always have the same Admin across their data? For example, will Manager A always have Admin A, or could Manager A have Admin A and Admin B? If always the same, then I can show a fairly easy way to get what you're after. Let me know.

[DEBS1644]

Hi, the manager and the admin's email addresses pull from a spreadsheet, either could change.

[grantjenkins]

Sorry, just to confirm the last couple of things.

1. Does the Assign Notifications To and Copy To fields contain the actual email addresses of the users? If not where do you get the email addresses from?

2. This seems to be sending out items that are due, or overdue. How do you determine which items should be part of the HTML table? Or does your Excel Table only include due/overdue items?

3. Would you ever have data that has two different Copy To emails for a particular Managers as below:

Depot	Item / Subject	Frequency	Due Date	Assign Notifications To	Copy to
Bewdley	Portable Appliance Testing	Yearly	23/10/2023	Manager A	Admin A
Bewdley	Gas Inspections	Yearly	23/10/2023	Manager A	Admin X

[DEBS1644]

Hi, in answer to your questions:

1. Yes they contain actual email addresses.
2. Whether they are in the HTML table is determined by a formula in the Excel spreadsheet that calculates and returns a reminder date, that field is in the filter query.
3. The Admins would always be the same for each manager.

I've added a screen shot of the Excel spreadsheet.

Thanks

[grantjenkins]

I've slightly modified what you had to get what you're looking for.

Below is the Excel Table that I've used for this example.

See full flow below. I'll go into each of the actions. I wasn't sure what trigger you had, so just used a manual trigger.

List rows present in a table retrieves our Excel data. I've also set DateTime Format to ISO 8601 so proper dates are returned.

Select maps the Assign Notifications To and Copy To fields.

Compose Table Style has the CSS used for the HTML table. I added it here (before the Apply to each) as we can then use it across all of our tables. So, no need to recreate it within the Apply to each for every table instance. The CSS I used for this example is:

<style>
    table {
        border-collapse: collapse;
    }
    table td,
    table th {
        border: 1px solid #ddd;
        padding: 6px 20px;
        text-align: left;
    }
    table th {
        background-color: #1C6EA4;
        color: white;
    }
</style>

Apply to each uses the union expression to remove duplicates from the Select.

union(body('Select'), body('Select'))

Filter array uses the output from List rows present in a table, and filters on Assign Notifications To with the following expression:

items('Apply_to_each')?['Assign Notifications To']

Create HTML table uses the output from the Filter array and maps a few of the properties you had (didn't add all of them). The expressions used are:

item()?['Depot']
item()?['Item / Subject']
item()?['Frequency']
formatDateTime(item()?['Due Date'], 'dd MMM yyyy')

Finally, Send an email uses the output from Compose Table Style and Create HTML table, and uses the following expressions for the To and CC fields.

//To
items('Apply_to_each')?['Assign Notifications To']

//CC
items('Apply_to_each')?['Copy To']

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[DEBS1644]

Hi, how do you get the second row in here (i.e. Copy To)?

[DEBS1644]

Hi, how do you get the second row in here (i.e. Copy To)?