Problems with creating file sharepoint from a received email in outlook

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Posted on by ArieW1258

Hi all,

I try to automate an process in my company but experience some unexpected results.

Because I am relatively new to Power Automate I don't understand why it happens.

The flow automatically triggers when we receive an email in a shared mailbox. The goal is that the attachment will be created in a Sharepoint environment of a team and sent an email to one of the members. In total there are 20 teams so I created it in an parallel branch with conditions (subject of the message starts with .....). I think there are better solutions (eg switch) so if somebody has any suggestions please let me know :).

The problem that I experience is that if there arrives more than 1 email in the same minute it happens that one of the files will be created in many of the Sharepoint folders. The file name is correct but not the records in it (excel). I checked the paths many times and they are correct.

I can change the frequency to check new emails to every second (now a minute) but I still don't know if this works. Besides that is doesn't fix the whole problem because mails can arrive in the same second.

Is there somebody that knows why this happens? If something isn't clear, please let me know.

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v-jefferni on at

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Hi @ArieW1258 ,

Could you please switch to old designer and share screenshots of the flow in edit mode with detailed settings? There seem to be too many Apply to each controls in your flow.

Best regards,

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ArieW1258 10 on at

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Like this?

I removed the Site Address and Folder path because of privacy issues.

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v-jefferni on at

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Hi @ArieW1258 ,

I think the logic in your current flow is too complicated. Please check the flow I created for reference:

Please create your flow from blank in old designer. There are some problems in new designer when using Outlook triggers.

Return to the flow, the logic would be much simpler: when an email arrives in a shared mailbox, checking the subject if it starts with "Team ", if yes, get attachments and create file with corresponding new file names, at last move the email.

The trick in this flow is you can use Compose to get the team's name first and use it in new file names directly without plenty of parallel branches.

expression in Compose, to get the team's name, and add it in Create file as part of file name:

toLower(replace(take(triggerOutputs()?['body/subject'],6),' ',''))

Best regards,

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ArieW1258 10 on at

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@v-jefferni Thanks for your solution.

I have only 2 issues that weren't clear in my explanation.

1) The emails (subject and attachment name) doesn't start with 'Team' but with the name of the department. So they are all different.
The subject and attachment name is like: Marketing _20240311wk11 -> this makes it hard to use the switch function.
2) The SharePoint path of each team is different. They all have an own site.

Do you have any suggestion :)?

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v-jefferni on at

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Hi @ArieW1258 ,

OK, then using parallel branches is a must. Assuming there are two departments, the flow will be as follows:

Then you can add more branches for other departments, copy the condition and paste from clipboard to new branches could make it easier and faster.

Best regards,

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ArieW1258 10 on at

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@v-jefferni : Thanks! I gonna try you solution.

Before I do I have one question: I have to make it for 25 'departments'. Is it possible to put it in 1 or do I have to split it?

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v-jefferni on at

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Hi @ArieW1258 ,

You'll need 25 branches in a single Apply to each.

Best regards,

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ArieW1258 10 on at

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Thanks, I tested 2 mails and it works!
Monday I gonna test it with all the branches.

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