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Power Platform Community / Forums / Power Automate / Flow for Shared E-mail...
Power Automate
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Flow for Shared E-mail and Lists

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Posted on by 18

Good morning, hoping I can pick your brain. I'm trying to achieve the following:

 

1. We create a SharePoint List or Document library to house attachments and replies. 

2. We add a list of replies we require by keyword; e.g. 

 

i. AG01

ii. AG02

iii. AG03

 

3. User replies to our team shared e-mail with an attachment and the keyword in subject (e.g. AG02). 

4. That e-mail and attachment gets uploaded next to the entry in step 2 and checkmarks that we received a response for AG02. 

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  • annajhaveri Profile Picture
    8,531 Most Valuable Professional on at

    @FZK  i think this is achievable, have you started creating the flow?

  • FZK Profile Picture
    18 on at

    No I have not started as I’m not sure which template would work here. Can you please guide? Thank you so much!

  • annajhaveri Profile Picture
    8,531 Most Valuable Professional on at

    @FZK  instead of storing the attachments in list, i would suggest that you store the attachments in document library. The document library can have a column named keyword, where you can save the keyword, in the column value, and then user can apply filter on keyword column in library so they would be able to see all attachments pertaining to that keyword. 

     

    You can start with using "Save attachments to OneDrive (Business) on new email in shared mailbox" template. Though you will need changes to flow to save email to SharePoint library, which you can take reference from another template "Save my email attachments to a SharePoint document library" 

  • FZK Profile Picture
    18 on at

    Sorry I am a little confused - I did open to create the 'OneDrive on new email' flow but where do I add the 'save my email attachments' one?

  • FZK Profile Picture
    18 on at

    @annajhaveri Is this what you meant? If you can please provide more guidance that would be greatly appreciated! So again this is what I am trying to achieve:

    1. We create a set of unique values we need attachments / e-mails for; example:
      1. CN001
      2. CN002
      3. CN003
      4. CN004
    2. We then e-mail certain users to say we need your attachments corresponding to your respective value. 
    3. User of CN003 e-mails our shared e-mail with attachment with subject (2022-CN003).
    4. Attachment gets housed in List/Library.
    5. List/Library also displays a checkmark to reflect e-mail received.

     

    Note we are dealing in hundreds of entries so I'm trying to avoid my team manually checking e-mail by e-mail and marking things received for that particular unique value. 

     

    Untitled2.pngUntitled.png

  • annajhaveri Profile Picture
    8,531 Most Valuable Professional on at

    @FZK  i would suggest following:

     

    1. Create a SharePoint list which stores all the keywords and the location of folders where the documents related to that keyword are stored, so SharePoint list will have two columns one Title column which you can rename to Keyword, and one more single line text column called Folder path which will point to folder in document library for this keyword, below is example data of the list

    Keyword (Title)Folder Path

    CN001

    Documents/CN001

    CN002

    Documents/CN002

     

    1. Then create a flow with the trigger when new email arrives in shared mailbox

    2. In the flow add Get Items action to get data from the list that you created as per above instructions

    3. Then add filter array action to see which keyword from the list does the email contain, use below condition in filter array action

    contains(triggerBody()?['Subject'], item()?['Title'])

    4. Add condition action, and use following expression on left side of condition and add expressions "true" in right side of condition and select equals to from dropdown

    empty(body('Filter_Array'))

    5. In Yes branch of condition add Compose action and use following expression to get the folder path in which the attachments are to be saved

    body('Filter_Array')?[0]['FolderPath']

    6. Further create another flow with template "https://powerautomate.microsoft.com/en-US/templates/details/f7a46809e53c42108034e56acf83bb79/save-my-email-attachments-to-a-sharepoint-document-library/" to know the steps on how to save attachments to document library. Note this another flow will only be used for reference for you to know actions to configure for saving attachments to library, later on your can delete this another flow. Use the folder path in Create file action to save attachments to given folder path of the keyword   

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