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Need Guidance on Power Automate Functions for My Flow

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Posted on by 2

Hi There,

I’m new to Power Automate and I’m trying to build a flow that:

  • Detects incoming emails in a shared mailbox (I have all permissions)
  • Extracts information from a PDF attachment (I’ve already trained an AI Builder model and it’s ready to use)
  • Adds that information into a spreadsheet stored in OneDrive)

I’ve built a flow, but it isn’t working as expected. I’ve checked YouTube tutorials, but couldn’t find anything tailored to this exact scenario.

Could you please advise what functions or actions I should be using for this process? Any tips or examples would be greatly appreciated!

Thanks in advance for your help.


     

 
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  • Suggested answer
    Michael E. Gernaey Profile Picture
    52,938 Super User 2025 Season 2 on at
    Need Guidance on Power Automate Functions for My Flow
     
    This is actually a pretty common ask here. However it can differ from person to person but here is what you want to use.
     
    NOTE: If you say something doesn't work its good to explain what doesn't work and errors etc. Also, the pictures aren't coming through, not your fault its an issue in the platform, but when you paste them in, if you can't see them neither can we, so you may need to paste (delete) paste again lol until it shows :-).
     
    Ok pseudo steps
     
    1. Trigger (when an email arrives shared mailbox)
    2. Apply to each to go through Attachments
    3. Inside use a Condition to check if the current Attachment (in the loop) ends in PDF
    In the yes side
    --Use the Predict Action selecting your model and passing in your PDF content from the Attachment
    --You get back all the data you have setup. I don't know what it is but id's, numbers, names etc in a structured way that you can then use in Excel
    ----NOTE: Make sure your Excel sheet has a Table around the Data you want so that you can statically link your incoming data to it, that or you need to use Create Table and then Dynamically bind to it with the item property and a JSON that describes your row
    --Use Add a row to a table Action.
    ------Based on the NOTE I have, in your design if your excel has the Table, then bind all the dynamic properties from the Predict action to your Excel Columns, that or in your item property build a json of all the properties (columns) and values from the Predict
     
    And done, its honestly that simple
     

    If these suggestions help resolve your issue, Please consider Marking the answer as such and also maybe a like.

    Thank you!
    Sincerely, Michael Gernaey
     
     
     
  • Suggested answer
    Power Robo Profile Picture
    17 on at
    Need Guidance on Power Automate Functions for My Flow
    You can build this with a fairly simple set of actions. The key parts are the shared mailbox trigger, the AI Builder Predict action and the Excel table update. Here’s a straightforward way to structure it.
    Start with When a new email arrives in a shared mailbox. Make sure the connection is the account that has access to that mailbox.
    Add an Apply to each loop on the Attachments so the flow can check each file.
    Inside the loop, use a Condition to check that the file name ends with .pdf.
    On the Yes branch, run your AI Builder model using the Predict action and pass in the attachment content. That will give you the extracted fields from your PDF.
    Use Add a row to a table to write those values into your Excel file in OneDrive. Just make sure your Excel file already has a table defined, because the action cannot write to a worksheet unless it’s inside a table.
    This is usually all you need for this type of solution. If your flow isn’t working, the most common issues are either the shared mailbox connection or the Excel file not having a proper table. If you can share a screenshot of your flow (with private details hidden), it will be easier to point out the exact problem.

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