In many workplace scenarios, we often need to convert rows from Excel into personalized emails — such as sending performance summaries, customer invoices, internal reports, or appointment reminders. Doing this manually can be extremely time-consuming.

This guide demonstrates a universal, no-code method to automate such tasks using SQLMessenger. We'll use KPI reports as an example, but the same method applies to any Excel-to-email use case.

1. Prepare the Email Template and the KPI List Template

You can edit the email body template and KPI list template in Excel first. These templates will be used in the second step when configuring the email task.

1.1 Design the email template in Excel for batch sending. Use '#@@LoopData(fieldname)#' as the placeholder for dynamic list fields.

For example, replace the salutation 'Dear John' in the email with the placeholder 'Dear #@@LoopData(FirstName)#'. Here, "#@@LoopData(FirstName)#" indicates that the "FirstName" field from the KPI list will be dynamically displayed in this position.

The designed email body template is as follows:

1.2 Create a blank "KPI List Table" by removing all KPI data rows, keeping only the header row.

2. Configure Email Task

Configure an email dispatch task in SQLMessenger. Once set up, executing this task with monthly KPI list imports will automatically generate and send batch KPI notification emails.

2.1 Create a task in SQLMessenger and select "Email" as the task type.

2.2 Under the task's "Advanced Options", check "Send task-generated emails and messages only after my approval".

2.3 In "Information Distribute":

(1) Check the "Generate a subtask instance for each recipient in the Recipient List to individually query and send information (Loop Task)" option.

(2) Click the "Recipient List (Loop Data) Config" button.

2.4 In the "Recipient List (Loop Data) Config" dialog:

(1) Click "Select Data File" button.

(2) Choose "KPI List Template.xlsx" created in Step 1.2.

(3) Click the "OK" button to close the "Recipient List (Loop Data) Config" dialog.

2.5 On the "Task Template" tab:

(1) Click the "Insert Pre-Designed Table" button.

(2) Select the email template table designed in Step 1.1.

(3) Click the "OK" button.

2.6 Set the email subject:

Replace "June 2025" in the subject line "Your KPI Performance – June 2025" with the placeholder "#@@LoopData(KPI_Month)#". SQLMessenger will automatically populate it with the value from the "KPI_Month" field in the KPI list.

2.7 Click the button on the right side of "Send To" to configure recipients.

Click the "Add From a Variable" button, then click the button next to "@@LoopData()" under "System Variables/Functions."

In the "Set Function Parameters" dialog box, select the "Email" field, then click "OK."

2.8 Click the "Deploy" button at the bottom right of the task configuration window to activate the new task.

The task configuration is complete. The configuration only needs to be done once. In the future, when distributing KPI data each month, you can simply run this task and import the current month's KPI list.

3. Run the Task and Distribute KPI Data

When you need to distribute KPI data each month, simply run the task that was configured in the previous step.

3.1 In Task Manager, click on the task name configured in the previous step to run it.

3.2 Click "Information Distribute" -> "Import Recipient List", then select the KPI table to be distributed.

After verifying that the table data is correct, click the "OK" button. SQLMessenger will then begin generating the emails.

3.3 After the task is completed, click the email icon in the "Message" column to view the emails generated by SQLMessenger. You can randomly check a few of them to make sure the content is correct.

3.4 After confirming that the email content is correct, click the "Approval & Send" button in the "Sub - Task Instances" dialog box.

If the "Approval & Send" button cannot be found in the "Sub-Task Instances" dialog box, click the "Close" button, then click the "View Results of the Task Instance" button on the toolbar to reopen the "Sub-Task Instances" dialog box.

3.5 In the "Approval" dialog box, click the "Approve All" button, then check the "Approved, send the messages generated by the selected task instances" option, and click the "OK" button. SQLMessenger will then begin sending these emails.

3.6 You can monitor the email sending progress in "Email & Message Manager" -> "Outbox".

3.7 To cancel sending emails, select the email(s) you want to cancel in the "Outbox", then click the "Cancel Sending" button.