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Creating task on Planner by specific keyword in email

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Posted on by Qistina

Hi friends,

I'm creating a flow where when a specific keyword is detected in an email, it will automatically creates a task in the Planner. Here's my detailed flow:

cont after Append to array variable function in the If yes branch:

Please ignore the "Initialize Variable - Attachments" and "Apply to Each - Attachments" as I think it's not related but I insert it as well just in case. But here's the flow again where I show only the part where I think is important, which is the condition.

Keywords:
1. Purchase Order
2. PO

The problem is, when I tested the flow by sending an email, it creates task when the email contains the keyword and also when it doesn't contain the keyword. I only want to create task when it contains the keyword.

Please advise. Thank you very much.

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v-yetonggu-msft on at

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Hi @Qistina ，

Please check carefully whether the subject and body of your email contain the string 'PO'.

Best Regards,

Sunshine Gu

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Qistina 78 on at

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Hi @v-yetonggu-msft ,

Yes, I tested it out for both scenario. It creates a task when the email contains the keyword and also when the email does not contains the keyword. Why did that happen?

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi @Qistina

I think i got the reason behind the issue. If i am right > You are looking to trigger the process when the email contains word like PO or Purchase Number either in body/subject of email.

But doing some trials on this - i got to know that mail gets trigger even when body /subject of the email have like this:

So if you want to trigger for mail body/subject look like this-

In condition part you can put a space before and after keyword like PO and Purchase Number so that it looks for standalone words/sentence.

So for example- if you are writing PO - > first put space before writing PO and a space after writing PO word. In that case it would consider space before and after PO

Hope it helps !

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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Qistina 78 on at

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Hi @Nived_Nambiar

Thank you for your response.

I figured out the problem. It is true what you said regarding this:
because I just realized in my email signature, there's a PO in some words such as:

So, to prevent this from happening in order to only detects "PO" or "Purchase Order" as standalone, it makes sense to put the space before and after the keyword. However, after I tested it out, now it does not detect the keywords at all and the condition is False.

But if I don't put the space before and after the keyword, then it's gonna detect PO even if it's in other sentence like "imPOrtant" and proceeds to create task.

How did you manage to make the keywords standalone? Please advise. Thank you so much

update: it's also the same for the keyword "purchase order" if i put space before and after; condition is false

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi @Qistina

It should work when providing spaces on both sides of PO /Purchase Number value. Not sure why it is not working for you.

Another way would be to use expression like below

Expression:-  contains(triggerOutputs()?['body/body'],' PO ')

Expression:-  contains(triggerOutputs()?['body/body'],' Purchase Order ')

Expression:-  contains(triggerOutputs()?['body/subject'],' PO ')

Expression:-

contains(triggerOutputs()?['body/subject'],' Purchase Order ')

Try this and let me know 🙂

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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

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Qistina 78 on at

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Hi @Nived_Nambiar ,

Thank you for your response.

Unfortunately, using expression does not help as well. The only problem now is I can't set it to find the word/sentence as a standalone. So it's gonna be a bit of a trouble since all of our company staff's email signature has "PO" in the sentence (imPOrtant) which means it's gonna create a task for every email received then.

I also tried creating a new flow, but the error is still the same.

Any tips?

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi @Qistina

For me it is working fine , it is able to detect standalone PO /Purchase Order words and is able to go through yes branch -stating condition is getting satisifed.

One more thing in my answer- i have used Purchase Number as keyword instead of Purchase Order keyword while writing contains expression. I have updated the expression in earlier reply , kindly check 🙂

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Qistina 78 on at

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Hi @Nived_Nambiar ,

Yes, I changed the keyword to Purchase Order but it's still the same. However, after lots of try an error, what works for me is by only putting space before the keyword, after is not needed. Thank you very much for your help.

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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It is quite interesting that putting a space only before works , as words should be seperated by atleast a space before and after 🤔.

Just thinking if you convert the html body structure to plain text using below action and use that output in the condition within the body by providing spaces before and after for PO and Purchase Order , would that work ?

Give a try with this as well !

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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

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