Using Flow, I have a process set up that automatically exports attachments on received emails to a shared mailbox, into a specified folder in SharePoint.
The only logic here is "does email contain attachments", if yes, move attachments to defined folder. This is quite basic though, and so would love to automate this process further.
I'm not fully versed with Flow, so there might well be limitations to the requirements below. The core logic I'm hoping for is "the ability to upload received attachments to a specified folder based on cut-off/deadline dates given in SharePoint List".
Step 1
Does email received into shared mailbox contain an attachment(s)? If yes, perform following actions*
*I'm fairly happy with this step. A common starting point for lots of Flow Templates. It's the rest where I start getting out of my depth!
Step 2
Pre-Requisites - An already existing Sharepoint List containing a "Date" column (in which different cut-off/deadline dates are listed e.g. 22/07/20, 25/09/20 & 28/10/20 ) AND a "Folder" column (in which different Sharepoint directories/paths are listed)
Actions - If a given date in List is greater than OR equal to "today", 'look-up' the sharepoint directory in the "Folder" column, for that same row as the >= date* As aforementioned, this will be a sharepoint directory folder location (e.g. "....sharepoint.com/sites/RandomCompany/21.08.20_Deadline_Folder")
*e.g. if email received on 21/08/20, and dates of 22/07/20, 25/09/20 & 28/10/20 are given in the Date column, the logic should point to 25/09/20. This is the next deadline date. 22/07 has already passed, and 28/10 is not the next earliest deadline. So I don't want to look up all dates greater than today, just the next nearest date
Step 3
Pre-Requisites - A second SharePoint List which has two columns "Company Name" and "Email Address". All email addresses who will be emailing the shared mailbox will be listed here, along with their respective company name.
Actions - In SharePoint directory looked-up in Step 2, create a subfolder. The name of this subfolder is based on the SharePoint List which has two columns "Company Name" and "Email Address" i.e. The email address is known from the email received as per step 1. So logic should lookup adjacent company name associated with email, and title subfolder as this. If an existing subfolder already exists with this name, go to step 4, don't create a duplicate folder.
Step 4
Create a nested folder within the subfolder from step 3. This folder name being the date the email in step 1 was received. All attachments from the email should be uploaded to this location. If the folder name already exists, don't create a new folder, just add attachments to exisiting folder.
Step 5
Move original email into another folder within the shared mailbox, e.g. "Migrated Attachments" folder.
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I can put together some of these pieces, like moving all attachments from emails. And I have an idea I maybe need to use Date ge 'utcNow()' for the deadlines dates (though would that look up ALL future deadline dates?). But I'm quite lost with the different look-ups, and auto-folder creation. Very new to Power Automate, but can see the massive potential of it.
Can anyone assist me with this please? Very grateful for any advice given, or different suggestions to the process I've outlined. If there's an easier way to reach the end-goal, I'd be happy to hear it.
