If your team uses Microsoft Outlook, and you’re looking to automatically send an email that notifies of report completion, or more – this setup is for you. This article is a continuation of the Automatically export inspections with MS Flow guide. Please review this guide before proceeding with the steps outlined below.
Microsoft Flow provides conditional features and connectors for Office 365 Users and Groups which may be helpful for automatically determining the email recipients. The Microsoft Flow support team can provide further information.
Steps to setup outlook connection
- We will extend the flow to automatically email each inspection report via Outlook.
- Add an action within the “Apply to each” loop and after the “Download an inspection report” step.
- We will use “Get a specific audit” to retrieve data from within each inspection to include in the email message.
- Next, Office 365 Outlook’s Send an email action will be used.
- Add it immediately after Get a specific inspection.
- Fill in the To field with the email address of whoever needs to receive the inspection reports or even a group mailbox address.
- This guide will configure the flow so that each email contains the name of the template an inspection was completed from and the inspection author’s name.
- To do that, click within the “Subject” field and then select both “Template Name” and “Inspection Author” from the available dynamic content that appears. We have also manually typed some extra information into the “Subject” field.
- Do the same for the email body so that it includes additional information about the inspection.
- This guide will display the “Score, Total Score, Score Percentage, Date Started, Date Completed and Duration.” IMPORTANT NOTE
Currently only inspection metadata can be accessed. Additional inspection data, such as individual item responses, may be made to be accessible by the iAuditor connector for Microsoft Flow in future versions.
- The remaining step is to configure the Send an email action to include the inspection report as an attachment. Click “Show advanced options” dropdown to reveal more option fields.
- You can use dynamic content to customize the filename of the attachment but the file extension (“.pdf” or “.docx”) must be manually typed in.
- Finally, enter the “Audit Report” from the dynamic content listed under “Download an inspection report,” into the “Attachments Content” field.