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Monitor shared mailbox missing emails

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Posted on by AR-20102323-0

Hi All,

I have created a simple flow which monitors a shared mailbox subfolder. Every time an email is moved into this subfolder, it should trigger a row to be inserter into an excel file which records certain information about that email, including the time it was moved into that folder (using utcnow), time received, subject etc.

It is working, sort of. A lot of emails are being missed, particularly emails in the morning. I don't believe its a time zone issue as if I add the total emails over a period of time the counts are substantially off.

I am new to power automate, so if there are basics I am missing please let me know. This should be triggering every minute, and it is not emails coming in quick succession that are being missed. I have attached a screenshot of the flow if that is helpful.

Thank you!

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Michael E. Gernaey 53,969 Moderator on at

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Hi @AR-20102323-0

A couple of things

1. If that triggers every moment it will not write to excel properly, because I am guessing its in SharePoint or OneDrive and either way it will be locked more often than you want

But let's set that aside for a moment, as you should really be using SharePoint to do this to ensure scale and performance and to make sure it does write properly every time, excel is horrible for fast paced inserts as it locks so often and will block

2. If you go to your Flow Details Page, and look at the History for runs, what do you see? Do you see lots of failures? Do you see barely any triggers?

That is where we want to start, as I already mentioned #1 which is going to be a problem, but let's also look at the history to see what its doing and how often its trying to trigger and what happens when it does.

If these suggestions help resolve your issue, Please consider Marking the answer as such and also maybe a like.

Thank you!
Sincerely, Michael Gernaey

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AR-20102323-0 15 on at

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Hi Michael,

Thanks for the response!

When I look at the run history, everything looks normal, I don't see any failures. I would usually see the flow not executing enough times for the number of emails that are being moved into the inbox.

I'm also not set on this workflow, so if there is a better way to record details of when emails are moved into a subfolder I am open to all suggestions

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VictorIvanidze 13,079 on at

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Could you share your trigger settings? Please provide a screenshot.

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AR-20102323-0 15 on at

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Based on the original comment, I have moved away from using the excel and stead asked it to create an entry in MS lists. However the trigger remains the same

Initial testing had 4 mailboxes all going into the 1 list but I experienced the same issues with emails being missed. I have since create a separate list for each inbox so I can monitor it more easily. It will be a full day before I know if this approach is working better.

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Michael E. Gernaey 53,969 Moderator on at

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HNi @AR-20102323-0

Sorry think I confused this thread with another just like it. Please go into your Settings for the Trigger. Make sure Split is On

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AR-20102323-0 15 on at

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Split was on. It still appears to have problems recording emails that arrived early in the morning. For context, emails arrive into a inbox and then are manually moved into different subfolders. This tracker is meant to record when emails are moved into the subfolders (using UTC now). It appears to miss emails that are moved into the inbox early (say before 9 or 8am)

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AR-20102323-0 15 on at

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I discovered the issue.

If emails are moved into the shared mailbox, but are not the most recent by 'date / time received', then they are missed by this trigger. This seems like a pretty significant flaw.

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