Send a recurring email based on specific date that has the different file attached to different email

[pritadewii]

Hi.

I'm looking for a way to automate an email to be sent on specific date (the data stored at excel) with attachment that stored on sharepoint folder. The attachment will stay in the same folder but is updated every month. Is there a way to do this with Power Automate?

My excel:

My Sharepoint:

My schema flow:

[SudeepGhatakNZ]

Where is the association of the File with the company name?

[trice602 · Accepted solution]

Hi @pritadewii ,

I put this together quickly tonight to see what this would look like; I think this will work and give you some framework to make it your own.

Here's my sample excel table.

Here's the flow.  The switch cases make it a little wide and small but I will zoom in below too.

I have a trigger that is a scheduled flow and runs at 5 AM daily 7 days a week.  Inside the settings though, I have a trigger condition, so this isn't firing off every single day.  It's hardcoded because in your example you have 3 dates, so just update your flow settings on-demand.

@or(equals(formatDateTime(utcNow(), 'yyyy-MM-dd'), '2023-11-10'), equals(formatDateTime(utcNow(), 'yyyy-MM-dd'), '2023-11-11'), equals(formatDateTime(utcNow(), 'yyyy-MM-dd'), '2023-11-12'))

So in my example, this will only run if today's date is 11/10/2023, 11/11/2023, or 11/12/2023.  Again your example has three dates, I picked the next three dates for testing.

Next I have a filter query in my List rows present in a table action.  The date format is a specific format, shown below.

formatDateTime(utcNow(),'yyyy-MM-dd')

Here' if the trigger fires, it will list rows present in the table and only get the rows for today's date.  Also notice the formatDateTime expression is inside the apostrophes (highlighted in yellow below).

So in my test, this only brings back three rows for 11/10/2023 which is today's date.

Next, I have a simple switch action for the formatDateTim(utcNow(),'yyyy-MM-dd') expression.

So for each case, I send an email to a Group A recipients.  This can hardcoded or you can make it dynamic.  If the email addresses and people don't change for group A (and the table is small like in your example), to me it doesn't make much difference, but you will need to decide.

Lastly, you can add your attachments from SharePoint here.  Again, if the files update monthly but the file is the same (for group A in this example), then hardcoding it isn't terrible here either.

Lastly, you will have three cases for the three dates in your table example.  Again, you can make the email addresses and attachments dynamic but will need to decide what level of effort you want to put into this but this framework will help you get started for sure.

[trice602 · Accepted solution]

Hi @pritadewii ,

Here's my successful run for today's date.

[pritadewii]

Hi @trice602 I've just tried your flow and it works. Thank you.

[trice602]

Nice!  Glad to help! Tom 😀