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Using email subject lines to determine planner buckets

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Posted on by CU22101445-0

Hi - I am a newbie to this and I'm not sure of the right language to use to get an answer through searching.

I have set up a flow that checks a shared mailbox and if a subject line includes a particular set of words then it creates a task in a particular plan in a particular bucket (with the email subject as the title and the body text in the notes). The thing is, there are several of these rules and I don't know how to get them all running at once.

Example:

Email subject line of x -> Create task in bucket 1

Email subject line of y -> Create task in bucket 2

Email subject line of anything else -> Create task in bucket 3

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Building flows

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trice602 15,404 Super User 2025 Season 2 on at

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Hi,

Here's some framework to help you get started. I have a few flows that use this format, works well and is very reliable.

The key here is the switch action. Here I switch on the subject, so if the subject equals test1 in case1, create a task in a specific bucket. If the subject equals test2 in case2, create a task in a specific bucket, everything else in the default case. You can have up to 26 cases in a single action but recommend using this format when you have less than 12 cases total.

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David_MA 12,982 Super User 2025 Season 2 on at

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Just set your flow up like this:

You will configure the switch to the e-mail subject.

Then add a case for each of your subject lines.

The default branch will be used for anything else.

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CU22101445-0 6 on at

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Using the Switch function works great - but I realise now that the subject line must be exact, when actually it will be variable. How do I set the parameters to look for subject lines that contain information?

Email 1: Random text then <specific text 1>

Email 2: Other random text then <specific text 2>

The subject line parameter seems to only give me the option of matching exactly, when I actually just want to look for the text within the <> in the examples here.

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