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Power Automate - Building Flows
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Automated Table Generation in Outlook

Posted on by 24

Is it possible to make a flow which triggers an action when you check the "complete" box in a table called "template" on a OneNote page? (see attached screenshot)

 

The action should create a new table similar to the existing "template" in the same Outlook page. If the box is not checked, nothing happens. This process repeats for each new "template" table that is generated.

 

It is also important, that the "template" is empty each time, so it doesn't copy the customer name, phone number and so on (if that information is added) to the next "template" generated.

 

The goal is to create fast notes when taking phone calls from customers. 

  • Verified answer
    Nived_Nambiar Profile Picture
    Nived_Nambiar 16,271 on at
    Re: Automated Table Generation in Outlook

    Hi @JanSamuelW 

     

    Yes that is possible. For that you have to create an excel file where it store the responses.

     

    For example, i have created a form where detail 1 and detail 2 needs to be captured like below

    Nived_Nambiar_0-1714063059718.png

     

    I have created a table inside excel file which have headers where the data will be captured like below

    Nived_Nambiar_1-1714063092030.png

     

    Now see the flow design 

     

    1. Use the trigger when form is submitted where you have to select the name of form 

    Nived_Nambiar_2-1714063130574.png

     

    2. Use get response details action to get repsonse details of form like below

    Nived_Nambiar_3-1714063177265.png

     

    3. use add row to table to add the submission details as row to excel table 

    Nived_Nambiar_4-1714063237788.png

     

    See the results 

     

    when i submit the form>

    Nived_Nambiar_5-1714063275202.png

     

    flow ran on form submission and details are populated to excel.

    Nived_Nambiar_6-1714063352698.png

     

    Hope it helps !

     

    Thanks & Regards,

    Nived N 🚀

    LinkedIn: Nived N's LinkedIn
    YouTube: Nived N's YouTube Channel
    Blog: Nived Nambiar's Blogs

    🔍 Found my answer helpful? Please consider marking it as the solution!
    Your appreciation keeps me motivated. Thank you! 🙌

     

  • JanSamuelW Profile Picture
    JanSamuelW 24 on at
    Re: Automated Table Generation in Outlook

    Hi Nived, 

     

    I believe implementing forms would be a great idea. I've explored the functionality, and it appears that each form response is conveniently recorded with the respondent's details, timestamp, and input, which can be downloaded as an Excel sheet.

    Is it possible to automate the export of these responses to a shared Excel sheet? By doing so, we can ensure that all team members have access to the latest data in one centralized location.

  • Nived_Nambiar Profile Picture
    Nived_Nambiar 16,271 on at
    Re: Automated Table Generation in Outlook

    Hi @JanSamuelW 

     

    from high level overview - as your process involves putting the details in the one note and then sending the details the same tabular format in outlook, so instead of record in one note > would it be possible to record those in ms forms /sharepoint list ?

     

    so that when ms form is created/ sharepoint list item is created > we can trigger the flow which can create a tabular format of message to be sent via outlook ?

     

    would that helps ?

     

    Thanks & Regards,

    Nived N 🚀

    LinkedIn: Nived N's LinkedIn
    YouTube: Nived N's YouTube Channel
    Blog: Nived Nambiar's Blogs

    🔍 Found my answer helpful? Please consider marking it as the solution!
    Your appreciation keeps me motivated. Thank you! 🙌

     

  • JanSamuelW Profile Picture
    JanSamuelW 24 on at
    Re: Automated Table Generation in Outlook

    Hi, 

     

    Thanks for clarifying. Below is a more in depth explanation of the process:

     

     

    Answering the Call:

    When a customer reaches out via phone, a team member in our sales team picks up and opens onenote. 

    Logging the Call:

    Once connected, the team member opens the shared OneNote notebook (in the picture attached) dedicated to our sales department. Within this notebook, each team member has their own designated page.

    Using the Template:

    On their page, the team member finds a pre-made template ready for logging the call. This template is standardized, containing fields for essential information such as the customer's name, phone number, and details about the conversation.

    Filling out Details:

    The team member quickly fills out the template with the specifics of the call. They jot down important points discussed, any actions to be taken, and any follow-up needed.

    Saving for Reference:

    Once all the information is recorded, the team member saves the updated template on their page. This creates a historical record of the call, which can be referenced later if needed.

    Ensuring Transparency:

    Since the notebook is shared among the team, every member can easily access and review the notes from any call. This fosters transparency within the department, as everyone is aware of the interactions with each customer.

    Managing the Volume:

    Over time, as more calls are logged, the pages can become lengthy. While the history of customer interactions is valuable, the sheer volume of notes can make it cumbersome to navigate.

    Proposal for Improvement:

    To address this challenge, we're considering implementing automation. By developing a macro or tool, we aim to streamline the process of creating and managing these notes. Additionally, we're exploring options for automatically archiving older notes to keep the notebook organized and efficient.

    Conclusion:

    Our current process ensures thorough documentation of customer interactions, promoting transparency and accountability within our sales team. By exploring automation options, we strive to maintain these standards while enhancing efficiency and organization.

     

     

    Objective:
    Enhance efficiency and organization in the customer call logging process within the sales department.

    Current Process Overview:

    • Individual OneNote pages are allocated for each employee in the shared notebook.
    • A standardized template is utilized to record information about each phone call, including customer details.
    • Manual copying and pasting of the template are required for each conversation.
    • Accumulation of notes on each page leads to inefficiencies in navigation and management.

    Proposed Solutions:

    1. Automation for Note Creation:
      • Develop a macro or automation tool to generate new notes based on the template.
      • Eliminate manual copying and pasting, ensuring swift and consistent note creation.
    2. Archival Automation:
      • Incorporate a feature to automatically timestamp each template creation.
      • Implement criteria for archiving notes based on their age to maintain organization and prevent clutter.
  • Nived_Nambiar Profile Picture
    Nived_Nambiar 16,271 on at
    Re: Automated Table Generation in Outlook

    Hi @JanSamuelW 

     

    I don't think we can do such action with one note as of now as one note has these triggers only 

    Nived_Nambiar_0-1713269666098.png

     

    Could you explain what is the process, so that we can help in acheving the same in better way !

     

    Thanks & Regards,

    Nived N 🚀

    LinkedIn: Nived N's LinkedIn
    YouTube: Nived N's YouTube Channel
    Blog: Nived Nambiar's Blogs

    🔍 Found my answer helpful? Please consider marking it as the solution!
    Your appreciation keeps me motivated. Thank you! 🙌

     

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