Automate Desktop / Retrieve mail with PDF attachement only

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Posted on by XRQ57

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Hi Everyone,

Here's the situation :

We are receiving mail with some attachements and i need to analyse each email.

The first analyse is to check if the mail contains a PDF file. If yes, i need to read the content to find a specific text.

In this situation, the mail is transfered to a another mailbox.

In the other case, the mail is transfered to a seconde maibox.

I don't know if it is possible with POD. I am not alloud to use PO (Group requirement)

I think i am obliged to retrieve all the mail in the mail box because, i can not put a condition on attachement file the "Retrieve email messages from Outlook" (this should be great)

I do not know how to link the PDF file containing the word "TSA" with the original message

Thanks for your help.

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Power Automate Desktop

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NikosMoutzou Microsoft Employee on at

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Hello @XRQ57 !
If I have understood correctly your use case, you check all pdf attachements and for those that contain the word 'TSA', you would like to send a response to the respective received email.
I would just use another loop before the get files (getting pdfs), for each retrieved email item. Then in the 'Response to Outlook message' action, I would use the specific item of the first loop (which is the retrieved email ) for populating input parameter 'Mail message'. A simple structure of the flow should be like:
MichaelAnnis 5,727 Moderator on at

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You might be able to narrow down the scope before activating PAD. For instance, in Outlook, you might be able to set up a rule that says "All incoming emails with a ".pdf" attachment are moved to the "Bot processing" folder."
Then, in PAD, point it to the specific folder to minimize the number of emails being processed.

I don't know for sure if that's a possibility, I'm just thinking out loud. Good luck.
OpoqO 2 on at

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Are the PDFs in the same format? If they are, you might just want to train a form processing AI Model and run the whole thing on power automate instead of PAD. I think that is more reliable than using pdf extract text on PAD
XRQ57 206 on at

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Hi NikosMoutzou,
thanks for your answer.

It is not working :(.
I tried with a mail containing a PDF with the text "TSA" and a another without "TSA".

The first pass, the bot is detecting that the PDF does not contains "TSA" which is good.
But, on the second pass, the bot is detecting "TSA" and tranfers the mail with the 2 files (the good file and the wrong file..) and second mail with the same attachement 2 times wich is the good PDF file.

In the transfer message option I choose CurrentItem2 as attachement.
XRQ57 206 on at

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Hi MichaelAnnis,
there is no rules in Outlook (desktop) for that.
Thanks for your help
XRQ57 206 on at

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Hi OpoqO,
The PDFs are not the same, they are invoices from our suppliers.
Community Power Pla... Microsoft Employee on at

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You should still able to train the AI model....you will just need to use more documents from everyone of your suppliers for training. Then the cloud flow should be able to do everything.
XRQ57 206 on at

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AI model is not possible with PAD. It is only possible with online version. Moreover, we have too many suppliers to train the AI.
I know it is easier to use the online version, but i am not allowed to use it for now.
With the online mode, i can use "when a new email arrives"

I even though using excel exhange to retrieve the unique email ID and keep only files with PDF.
This fonction is not available in PAD, the ID are not the same, so i can not liked the 2 variables.
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yoko2020 495 on at

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@XRQ57

The first analyze is to check if the mail contains a PDF file. If yes, i need to read the content to find a specific text. What if the pdf attachment is Scanned PDFs ? You wont be able to read it's content.
XRQ57 206 on at

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As i can not use the OCR online, i build the bot in 2 times.
With PA, i check if the mail contains a PDF file. If yes, the PDF file is stocked on my onedrive, if not, the bot move the email in a folder.
After that, i a using PAD to read the PDF file.