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Send an email to external users from a SharePoint list if conditions are met

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Posted on by Community Power Pla... Microsoft Employee

I am not to terrible with Power Automate but finding myself a little clueless and could use some help:

1. I have a SharePoint list with different department numbers and corresponding email addresses (all external addresses).

2. Each department number has its respective email address to send/forward an email to.

3. A scheduled task from an application normally generates and sends an email with an attachment to a shared mailbox which can include any of the department numbers as its header.

4. I am looking to automate the process whereby if an email is received in the shared mailbox, the flow would check the email header and match it to the correct email address and send/forward the email.

I would appreciate some help.

Thanks

** Example list attached from excel.

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Building Power Apps

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Jeff_Thorpe 6,085 Super User 2024 Season 1 on at

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You could use the O365 Outlook connector with the trigger "When a new email arrives in a shared mailbox (V2)". Then parse through the email to determine who to forward it to and then use "Forward an Email (V2)" action to forward the email.
Community Power Pla... Microsoft Employee on at

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That was my thought as well but then I am left figuring out how to get it to check if the department number from the email header matches any of the department numbers in the SharePoint list, then choosing the correct mail address from the SharePoint list connected to that department number to forward the mail to.
That's the dilemma I have.
Community Power Pla... Microsoft Employee on at

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I wonder if anyone has any ideas how I could create this flow?
Community Power Pla... Microsoft Employee on at

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@Django As an expert any chance you could offer an input on my problem?
m3ngi3 725 on at

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Hi @Anonymous, thank you for mentioning me 🙏
I think two parts of the email can be useful for your scenario:
Use the subject of the email to minimize the Flow actions
Use the body of the email in a consistent way to make sure you always get the right data
Do you have an example of the email?
Just share a sceenshot of the email as well as the actual Subject / Body texts.