Email Report to Multiple Recipients -

Sidey1978

Hi all

I have a report which I now would like to automatically email to the appropriate recipients.

Ideally I would like recipient to only see the data for which the are the owner - owner is a field within the data.

I have searched and read various topics on this but so far haven't had any success making it work.

I have attached a sample of my data. Could anyone please point me in the right direction?

Thanks!

Sample ReportEmail Data.xlsx

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Hannah_Lissaman

Hi @Sidey1978

My mistake! Obviously we don't need to specify the sheet name when we are attaching a whole file. The sheet name is needed when we create the file, but we then need to trim it back off again before we connect to the email tool.

I used a Formula tool with Left([Output Filepath], FindString([Output Filepath], "|")) to remove it.

While testing I also realised that we need to consolidate down to just one row per person we want to email. I used a Summarize tool to keep just one row per person to avoid sending them multiple emails.

Updated workflow attached.

Email Separate Attachments.yxmd

Hannah_Lissaman

Hi @Sidey1978

To create a PDF report you will need to build this using the reporting tools - I would recommend looking through the relevant training materials for how to get started: https://community.alteryx.com/t5/Interactive-Lessons/tkb-p/interactive-lessons/label-name/Reporting%20in%20Designer

All comments

grossal

Hi @Sidey1978,

I'd use a Batch Macro here. You'll need a simple two step process like this:

The Summarize Tool gives you a list of all Owners:

You can than use this list as a control parameter in your Macro:

The Macro will first filter all the data to "Joe Bloggs" and than to "John Smith" - both in separate iterations. This will allow you to send each person only the data they need.

I have attached the workflow and macro for you to check out. Let me know if this solved your problem.

Best

Alex

2020-05-21-Mails.yxzp

Hannah_Lissaman

Hi @Sidey1978

You will need to generate a separate file for each recipient, then you can attach a separate file for each person.

First, you need to generate a file path for your attachments as a text field. Remember to add "|||Sheetname$" at the end.

Then you can use this in an output tool to generate separate Excel files for each.

Finally, you can use the filepath again in your email tool to attach the files you have generated to the emails to their corresponding person.

I also used a Block Until Done tool to make sure the files were all generated before the email tool started to work.

My example workflow is attached.

Email Separate Attachments.yxmd

Sidey1978

Hi @Hannah_Lissaman

Thanks for your help. I've downloaded and tried the workflow. However, the email tool is giving me an error - "The filename, directory name, or volume label syntax is incorrect. (123)". Any idea what might be causing that?

Thanks!

Jonathan

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