Sending Custom Attachment to Users

Question

Hi all,

I have date with columns assignee, id, sla.

assigneeidslaName112Name 221Name 132Name 246

I want to create a workflow which sends email to Name1@xyz.com with attachment of only rows under their name. Same should be done for all the other users. The body should contain,

Hello Name1,

Please find attached list of ids under your name with SLA details.

I don't want to save the files anywhere and want to get it dynamically.

I saw a lot of posts for this issue but none of the solutions worked for me. Any help will be appreciated.

shancmiralles · Accepted Answer

hi @bigbang  ,

i was able to do separate files for each name/assignee but i requires an output tool to create the files themselves.... its not manual .. it's actually dynamic..

1) using a FORULA TOOL 
 , i added a 4th column called email address with the ff formula:  [assignee]+"xyz.com"

2) i connected a BLOCK UNTIL DONE TOOL  after the formula tool.

3) i connected a SELECT TOOL 
 ( output anchor #1) and made sure that the email address is not checked

4) i connected a FORULA TOOL  adding another column called FILEPATH with the ff formula:  [assignee]+"C:	emp"+[assignee]+".xlsx|sheet1"

5) i connected an output tool 
 and configure it like how you usually save an xlsx file [Overwrite File (Remove) for output options)  BUT be sure to check the box below (at the very bottom of the configuration window for the "Take File/ Table Name From Field" option.  then for the dropdown option, choose " Change Entire File Path".   lastly, on the Field Containing File Name or Part of File Name choose FilePath column and uncheck the box option for "Keep Field in Output" beside it.

6) going back to your BLOCK UNTIL DONE TOOL  (#2) connect a  SELECT TOOL 
 ( output anchor #2) and make sure "id" and "sla" columns are not checked. (you only need the assignee and email columns for this part).

7) connect a FORULA TOOL  adding 2 columns: ( 1st column is called assignee2 with the ff formula: [assignee]+".xlsx" ) ( 2nd column is called Body with the ff formula:  "hi"+" "+[assignee]+","+" "+"Please find attached list of ids under your name with SLA details."

8) connect a SUMMARIZE TOOL ( 
 ) and group the ff columns: "assignee", "email", "assignee2", "Body"

9) connect a JOIN TOOL (  ) and be sure the output anchor of your summarize tool is connected to the "L" (left) input anchor of the join tool.

10) connect a DIRECTORY TOOL ( 
 ) to the "R" (right" )input anchor of your #9 join tool.  directory tool should be directed to the folder where the output file is directed.

11) now that the we have L and R inputs for your join tool , join the 2 incoming data as "Join by specific Fields".  For the Left, choose the "assignee2" column.  For the Right, choose the "FileName" column.  now uncheck all of the columns except for the ff columns: (Left) "email', "Body", (Right) "FullPath", "FileName".

12) connect an EMIAL TOOL (  ) to your JOIN's (J, Join) out put anchor. be sure check the checkbox for the "To:" so a drop down option will show you the column for "email".  For the Attachments, click "Add".  A pop up box for Attachments will show.  click the radio button for "File name from field value" and choose "FullPath" from the drop down option and hit ok.  For the Body , check "Use Field" and choose the "Body" column from the drop down option.
13) HIT RUN 😁

hope this helps!