Create a counter for already used list

[JHAROHIT]

Hello,

I have a scenario wherein new emails are sent to a list of managers from a list randomly, every week.

The requirement is emails should not be sent to any manager again, before exhausting the previous list of managers.

Sr.No	Manager Name	Week
1	A	1st Sept
2	B	8th Sept
3	C	15th Sept
4	D	22nd Sept
5	E	29th Sept

For example, from the above list Manager 'A'  received the email in 1st week of September, he should now receive the 2nd email only after all 4 other managers have already received the emails. Also the list of managers would change, new managers may be added to the list.

Appreciate your help in advance.

Thank you.

[alexnajm]

The biggest question would be how you are keeping track of who was sent an email. Are you maintaining a list via Alteryx to compare against? Are you hoping to pull the list from somewhere (in which case it highly depends on how you are sending the emails)? As long as you have that, then you should be able to build logic to decide who gets an email at what time. 

Also, I am not sure I see a "group" column that would help determine who is the manager that gets the email - I am assuming there are multiple instances of managers needing to receive emails, so there needs to be at least one column to help with that.

Let us know how you progress on deciding how to track emails being sent, and we can go from there.

[OTrieger · Accepted solution]

@JHAROHIT 

If the automation will be run manually, you can have the list of managers and each time the person will select a different manager and run the automation, that will be the simple way to go about it. If you would like that the automation will be scheduled then you will need to do the following.

You will need to have a file containing the list of managers and another file that containing the to whom an email already been sent out.
Join them and then connect the L or R to a sample tool that select only one name. Connect that name to the email and the J + R or L to the list of the managers that got emails. 

In this way each time that the automation will run it will select someone that did not get email yet.

You will need to add a Count tool after the R or L. The minute that Count equal zero it means that the automation needs to copy over the full list.

[JHAROHIT]

Thank you @alexnajm .

I am thinking to export and keep appending the list of managers to an excel spreadsheet, who have already got an email.

The above list will act as a point of reference for the next weeks run.

Hope was able to clarify my ask, thanks.

[JHAROHIT]

Thank you @OTrieger .

Will try it out.

[alexnajm]

@JHAROHIT great idea - you can use that output as an input for the next runs to limit that list to only those who haven't received emails!

[JHAROHIT]

Thank you  @OTrieger  & @alexnajm  , it worked..