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If I have a workflow that creates a set of data by region, how can I group the data by region and then send each region's data separately to each of the region's Vice President, all within one workflow?
There are several ways to do this, depending on what form you want the reports to take. The attached workflow, created in 10.6, gives you three examples as described below. Please note that you will need to populate the second Text Input Tool and the "From" in the Email Tool with valid email addresses in order to test.
1. Include Data as a Table within the Body of Email
If you are dealing with a small set of records and columns, this might be your best bet. This approach will insert a table into the body of the email, giving the recipient immediate access to the data without having to open an attachment.
The email will look similar to this:
2. Create Flat Files and Attach to Emails
This option is best if you simply need to send specific datasets to specific recipients and the report doesn't require any formatting. Here, you are simply creating files names based on Region, writing out the data by Region (using the "Take File/Table Name From Field" option in the Output Data Tool), and then summarizing the recipient and file name data so that only one email is sent per group.
The Excel files will look like this:
3. Create a Formatted Excel Table and Attach to Email
This one is similar to the previous workflow, except we are creating a formatted table using the Table Tool, and then writing out the table to Excel using the Render Tool, in order to keep the formatting. In the Render Tool, we are using the "Group Data Into Separate Reports" feature.
In this example, the Excel files will look like this:
I hope you will find this useful for your use case. Thank you for reading!