Notify about new Table Rows
Manual monitoring of Excel files is inefficient. This automation tracks Excel workbooks and sends email notifications when new rows are added. The email includes a formatted table containing the specific details from the new entry to ensure clear communication.
The process consists of three main steps:
Watch Table Rows: Monitors a specific Excel file for any new data entries.
Text Aggregator: Converts the new row data into an HTML snippet.
Send an Email: Embeds the HTML snippet into a table and emails it to a designated recipient.
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Below you will find the step-by-step guide for configuring each module of the above Action Flow.
To watch an excel file for new sales orders you have to connect to your Microsoft account. You can choose the desired workbook and worksheet and even the table in that worksheet you want to have a look at. To make sure to always notice all new rows you have to choose a limit that is high enough to get all new rows.
The Table in this example is structured as follows:
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Note
To work with the Watch Table Rows module you have to format the table area as a table using the button shown below:
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Configuration:
Action Flows Module: Microsoft 365 Excel
Action: Watch Table Rows
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To build up an HTML table you have to define a structure with table rows (<tr>) and table cells (<td>) which will later be included in a table structure to get the right format. Here you would have the chance to format dates.
Add for each column you want to have in your resulting table the structure <td> data of the column</td>
Find the HTML snippet below:
<tr>
<td>{{10.values.`0`}}</td>
<td>{{10.values.`1`}}</td>
<td>{{10.values.`2`}}</td>
<td>{{10.values.`3`}}</td>
<td>{{10.values.`4`}}</td>
<td>{{10.values.`5`}}</td>
<td>{{10.values.`6`}}</td>
<td>{{10.values.`7`}}</td>
</tr> |
Configuration:
Action Flows Module: Tools
Action: Text Aggregator
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To wrap the constructed html code in a table and send it via mail we use the Send an Email module.
The screenshot on the right show how this module has been configured with our demo data.
To: You can choose a recipient of your choice
Subject: Define the subject of the mail
Content Type: HTML
Content:
<html>
<head>
<style> table, th, td {border: 1px solid black;border-collapse: collapse;} </style>
</head>
<body>
<h2> New Sales Orders </h2>
<p> See below the new requested Sales Order.</p>
<table style="width:100%">
<tr>
<th> Sales Order Type</th>
<th> Sales Organization</th>
<th> Distribution Channel</th>
<th> Division</th>
<th> Sales Document Item</th>
<th> Material Nummer</th>
<th> Target Quantity</th>
<th> Customer Number</th>
</tr>
{{9.text}}
</table>
</body>
</html>HTML Tables
Find more information on how to send HTML tables in a mail and how to adapt the HTML code to your needs in this template.
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Configuration:
Action Flows Module: Email
Action: Send an Email
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You can copy the blueprint of the Action Flow defined in this Help Page:
{
"name": "Notify Order Managers about new Sales Order",
"flow": [
{
"id": 10,
"module": "microsoft-excel:watchTableRows",
"version": 2,
"parameters": {
"limit": 10,
"table": "Table1",
"workbook": "/Sales Orders/SalesOrder2.xlsx",
"worksheet": "Sales Orders",
"__IMTCONN__": 2470
},
"mapper": {},
"metadata": {
"designer": {
"x": 0,
"y": 0,
"name": "Watch Sales Orders"
},
"restore": {
"table": {
"label": "Table1"
},
"worksheet": {
"label": "Sales Orders"
},
"__IMTCONN__": {
"label": "My Microsoft connection (Theresa Dick)"
}
},
"parameters": [
{
"name": "__IMTCONN__",
"type": "account",
"label": "Connection",
"required": true
},
{
"name": "workbook",
"type": "file",
"label": "Workbook",
"required": true
},
{
"name": "limit",
"type": "uinteger",
"label": "Limit",
"required": true
},
{
"name": "worksheet",
"type": "select",
"label": "Worksheet",
"required": true
},
{
"name": "table",
"type": "select",
"label": "Table",
"required": true
}
],
"interface": [
{
"name": "@odata.id",
"type": "text",
"label": "@Odata ID"
},
{
"name": "index",
"type": "text",
"label": "Table Row ID"
},
{
"name": "values",
"spec": [
{
"name": "0",
"type": "text",
"label": "Sales Order Type"
},
{
"name": "1",
"type": "text",
"label": "Sales Organization"
},
{
"name": "2",
"type": "text",
"label": "Distribution Channel"
},
{
"name": "3",
"type": "text",
"label": "Division"
},
{
"name": "4",
"type": "text",
"label": "Sales Document Item"
},
{
"name": "5",
"type": "text",
"label": "Material Nummer"
},
{
"name": "6",
"type": "text",
"label": "Target Quantity"
},
{
"name": "7",
"type": "text",
"label": "Customer Number"
}
],
"type": "collection",
"label": "Row"
}
]
}
},
{
"id": 9,
"module": "util:TextAggregator",
"version": 1,
"parameters": {
"feeder": 10,
"rowSeparator": "other",
"otherRowSeparator": ""
},
"mapper": {
"value": "<tr>\n<td>{{10.values.`0`}}\n<td>{{10.values.`1`}}\n<td>{{10.values.`2`}}\n<td>{{10.values.`3`}}\n<td>{{10.values.`4`}}\n<td>{{10.values.`5`}}\n<td>{{10.values.`6`}}\n<td>{{10.values.`7`}}"
},
"metadata": {
"designer": {
"x": 300,
"y": 0,
"name": "Build HTML Table"
},
"restore": {
"feeder": {
"label": "Watch Sales Orders - Watch Table Rows"
},
"rowSeparator": {
"label": "Other"
}
},
"parameters": [
{
"name": "rowSeparator",
"type": "select",
"label": "Row separator",
"validate": {
"enum": [
"\n",
"\t",
"other"
]
}
},
{
"name": "otherRowSeparator",
"type": "text",
"label": "Separator"
}
],
"expect": [
{
"name": "value",
"type": "text",
"label": "Text",
"multiline": true
}
]
}
},
{
"id": 2,
"module": "email:ActionSendEmail",
"version": 7,
"parameters": {
"account": 2421,
"saveAfterSent": false
},
"mapper": {
"to": [],
"subject": "New Sales Order",
"contentType": "html",
"attachments": [],
"cc": [],
"bcc": [],
"from": "",
"sender": "",
"replyTo": "",
"inReplyTo": "",
"references": [],
"priority": "normal",
"headers": [],
"html": "<html>\n<head>\n<style> table, th, td {border: 1px solid black;border-collapse: collapse;} </style>\n</head>\n<body>\n<h2> New Sales Orders </h2\n><p> See below the new requested Sales Order.</p>\n\n<table style=\"width:100%\">\n<tr>\n<th> Sales Order Type\n<th> Sales Organization\n<th> Distribution Channel\n<th> Division\n<th> Sales Document Item\n<th> Material Nummer\n<th> Target Quantity\n<th> Customer Number\n</tr>\n{{9.text}}\n</table>"
},
"metadata": {
"designer": {
"x": 600,
"y": 0,
"name": "Send Mail with new Sales Order"
},
"restore": {
"account": {
"label": "My Google Restricted connection (t.dick@celonis.de)"
},
"saveAfterSent": {
"label": "No"
},
"to": {
"mode": "chose",
"items": []
},
"contentType": {
"label": "HTML"
},
"attachments": {
"mode": "chose",
"items": []
},
"cc": {
"mode": "chose",
"items": []
},
"bcc": {
"mode": "chose",
"items": []
},
"references": {
"mode": "chose",
"items": []
},
"priority": {
"label": "Normal"
},
"headers": {
"items": []
}
},
"parameters": [
{
"name": "account",
"label": "Connection",
"type": "account",
"required": true
},
{
"name": "saveAfterSent",
"label": "Save message after sending",
"type": "select",
"required": true,
"validate": {
"enum": [
true,
false
]
}
}
],
"expect": [
{
"name": "to",
"label": "To",
"type": "array",
"required": true,
"labels": {
"add": "Add a recipient",
"edit": "Edit a recipient"
},
"spec": {
"name": "email",
"type": "email",
"label": "Email address",
"required": true
}
},
{
"name": "subject",
"label": "Subject",
"type": "text"
},
{
"name": "contentType",
"label": "Content Type",
"type": "select",
"required": true,
"validate": {
"enum": [
"html",
"text"
]
}
},
{
"name": "attachments",
"label": "Attachments",
"type": "array",
"spec": [
{
"name": "fileName",
"label": "File name",
"type": "filename",
"required": true,
"semantic": "file:name"
},
{
"name": "data",
"label": "Data",
"type": "buffer",
"required": true,
"semantic": "file:data"
},
{
"name": "cid",
"label": "Content-ID",
"type": "text"
}
],
"labels": {
"add": "Add an attachment",
"edit": "Edit an attachment"
}
},
{
"name": "cc",
"label": "Copy recipient",
"type": "array",
"labels": {
"add": "Add a copy recipient",
"edit": "Edit a copy recipient"
},
"spec": {
"name": "email",
"type": "email",
"label": "Email address"
}
},
{
"name": "bcc",
"label": "Blind copy recipient",
"type": "array",
"labels": {
"add": "Add a blind copy recipient",
"edit": "Edit a blind copy recipient"
},
"spec": {
"name": "email",
"type": "email",
"label": "Email address"
}
},
{
"name": "from",
"label": "From",
"type": "text"
},
{
"name": "sender",
"label": "Sender",
"type": "text"
},
{
"name": "replyTo",
"label": "Reply-To",
"type": "text"
},
{
"name": "inReplyTo",
"label": "In-Reply-To",
"type": "text"
},
{
"name": "references",
"label": "References",
"type": "array",
"spec": {
"type": "text",
"label": "Reference",
"required": true
}
},
{
"name": "priority",
"label": "Priority",
"type": "select",
"validate": {
"enum": [
"high",
"normal",
"low"
]
}
},
{
"name": "headers",
"label": "Headers",
"type": "array",
"spec": [
{
"name": "key",
"label": "Key",
"type": "text",
"required": true
},
{
"name": "value",
"label": "Value",
"type": "text",
"required": true
}
]
},
{
"name": "html",
"label": "Content",
"type": "text"
}
]
}
}
],
"metadata": {
"instant": false,
"version": 1,
"scenario": {
"roundtrips": 1,
"maxErrors": 3,
"autoCommit": true,
"autoCommitTriggerLast": true,
"sequential": false,
"confidential": false,
"dataloss": false,
"dlq": false
},
"designer": {
"orphans": []
},
"zone": "integromat.try.k8s.celonis.cloud"
}
}This blueprint can be imported into your Celonis Platform Team so that you can quickly make the required changes without needing to build the Action Flow from scratch.