How To Parse Emails and Populate SharePoint Lists Using Power Automate
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- Опубликовано: 19 июн 2024
- A common use-case of Power Automate is to automate workflows that begin with the receipt of emails. For example, [receive email] à [do action]. In order to do this, we need to know how to parse data within emails, and how to add / save any email attachments. In this video, Henry explains this concept with a very familiar example. He will show you how to parse email content and save it to a SharePoint List.
**** Video Details ****
00:00 Introduction
00:30 Context
01:05 Tickets
02:30 Automated cloud flow
03:06 Setting a trigger
03:35 Setting trigger parameters
05:50 Html into text
06:57 Creating SharePoint list
09:25 Split
12:05 Add attachment
13:35 Testing the flow
16:20 Henry’s notes
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11:09 Today I learned that you can select an item in a Split function by putting its index in square brackets after the end of a split function! 🤯 so handy!!
Thanks for the video, really, great job. For everybody who doesn't know, ARRAYS use a zero based numbering system in most programming code because it is the offset from the starting memory location of the Array. If you start from memory block 6, and you offset by one, you grab memory block 7. However, with more dynamic languages, this is becoming less of a necessity. Data types are now being developed to use an Array style that subtracts 1 from the index value to get the offset of the memory location. Some data classes or datatypes are being added to older languages that are simply a copy of their original counterpart but with the added function of a "1" based index.
Hi Henry, great information, thank you.
Brilliant. Thanks for the video, nicely done
Nice presentation! Thanks!!
Thanks for the continued support, Wayne!
Thank you, this is a great video, Liked and Subscribed.
This is very helpful Thank you!
Can i to do with more that 8 items at my sharepoint list ?
Hi Haze Haze, glad that you appreciated our content! If you haven't yet, you can subscribe to our channel to see all our upcoming Power BI and Power Platform video tutorials and announcements. Cheers!
Thank you for this video it has helped alot! Do you by any chance have one explaining or showing how you could programme the flow for the following: When an email arrives that has RE: or FW: infront of the subject - The body of the email gets updated in the list item (Where the subject is the same an item coloum gets updated and a new list item is not created)
Cool stuff.
Thank you for the nice Video! Everything worked out very well. But I have a question: I wanted to process the information out of the Sharepoint list further with other flows that automatically send for example an email. Those flows all work without any errors but they are not reading the correct input. They perform there execution but dont deliver the output they are supposed to deliver.. The flow I talk a bout is "When an item is created or modifyed" --> "Get changes for an item or a file" --> "Condition" If this field contains this Data --> "Send Email" and it is not working. Thank you very much in advance!
Thank you for the video. Very understandable and clearly articulated. My concern is how to move an email with an attachment to various folders in a SharePoint library using Power Automate. We are dealing with 300 different segments (I have accordingly created folders in the library). When we receive emails for these segment-specific cases, we need to convert the emails into PDFs and save them in the respective folders with attachments. Since our subject is always segment-specific, I have been thinking about how to automate this process. Can you provide me with tips on how to achieve this?
Hi Henry, I like your video a lot. It’s clear, and especially the speed of showing each step is adequate with good quality of the screen size. It is not like a lot of other so called experts showing their screen very fast and the screen is so small that you hardly can follow them. I need your advise on one question, how can I manually trigger this workflow not from receiving email in inbox but manually trigger it when I open a specific email to parse it. I’d appreciate if you can give me a hint. Thank you so much.
Hi Henry, great video, thank you!!! It really helped me. Just an FYI for anyone... Entering "Attached" for the attachment name, would only save 1 file to my list item. Using the email attachment name variable to name the file, would save all attachments, and use the original file name, which is what I wanted.
If you need more content ideas.... I spent 2 days figuring out how to query an existing list, compare a section of the title (split()) to the list, then creating a new list item, if it didn't exist. I'm sure you could have taught me that in 5 minutes 🙂
Hi Tony, glad that you appreciated our content! Thanks for the reco as well, we'll pass on to Henry. If you haven't yet, you can subscribe to our channel to see all our upcoming Power BI and Power Platform video tutorials and announcements. Cheers!
Actually, you can change the filename if you wish, especially if you put it into a loop. You can add a loop variable number or letter format to the end of the filename, that way you are not overwritting the file each run. The filename would then look like "Attached-##" instead of just "Attached". Check out how to do a "For Each" or "Apply to Each" loop in power automate, and what variables you have access to in those constructs. They can be rather useful.
Hi! I followed the same list and flow but the information is not being created in the list. Does the email template need to be created in a certain way? Thanks for sharing.
Hi Henry, where can I find your resource for this video in Enterprise DNA?
Awesome video. Thank you. Is there a way to create a flow that will store emails with the subject filter "REMINDER" in a sharepoint list? and on the sharepoint list, team members want to be assigned tasks (status field changes to 'ongoing' ) then change the status to completed when it is done.
Please help.
Hello, Thank you for this, do you have an idea if this would work for a shared mailbox? Im thinking to use this in a case where I have several shared mailboxes or alternatively use one mailbox but with different alias addresses mapped to same account.
You mention a template for external users to get information in to you - do you have a video or blog on how to do that? I'd love to streamline how we receive our external requests.
Would love a more advanced video on syncing up the email thread on a ticket to the sharepoint list item.
Hi Sean, appreciate the suggestion. We'll include this in our list of possible topics for our future videos. Cheers!”
thank you so much for the video, but i have a concern. What if a sender replies on their own ticket or someone replies to the same email with your functional emailbox. how can you avoided the flow retrigger causing the flow to create a duplicate ticket?
Is possible to parse email that contains a record number that already exists in lists but updates the a choice relating to that record number?
Can i to do with more that 5 items ?
Can i to do this with a sharemailbox, when arrives a email at my sharemailbox.
Hi - when I add the same split functionality as shown in the video above (am trying to create a demo of this feature) I get an error message to say that the expression is invalid. I have the exact same split functionality as demo'd...do you know why I could be getting this error message? Thanks!
Hi David,
Thank you for posting your query onto our channel. We really appreciate you taking your valuable time to post it.
Well it's always a little bit difficult to judge and provide the results without looking at the data structure, model and working of the file for the reference.
And therefore we encourage you to please write back to us onto our Community Forum by providing the proper description of the problem that you're facing along with the file for the reference as well as the mock-up results that you're trying to achieve where our members as well as experts team will be able to assist you in a better and efficient manner. Below is the link of the forum provided for the reference.
Hoping you find this useful. Also, make sure that you're subscribed to our RUclips channel so that you don't miss out on any updates pertaining to the Power BI. You can also join our Power BI group on LinkedIn to receive latest updates on Power BI. Below are the links provided for the reference purposes.
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How will the above flow be modified if I want to parse email metadata (sender name, sender email ID, date) too?
Hello Gaurav Maniyar,
Thank you for question. We appreciate your time.
It is a little difficult to tell and provide the results without looking at the data structure, model and working of the PBIX file. So we encourage you to please write back to us to our Community Forum by providing a thorough description of the problem that you're having along with the PBIX file you are using as reference, as well as the mock-up results that you're trying to achieve. Our members and/or experts team will be able to assist you in a better and efficient manner.
I have provided the link to our forum below:
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Happy Learning!!!
Thanks and Warm Regards,
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How to modify one of line in Sharepoint list Using Power Automate ? Thank you can help
If i need to add value from un structured email , can we achieve that? If yes then how?
how do you reply to the email and not let it create a new entry within the list
Hi Team, Nice Vedio, I have an requirement like , I have sent Initial mail and after needs to send update on top of it initial mail, how can we achieve this? My source data is Share point excel sheet where I have values like Initial ,Update, Skip, Resolution where ever I changed the status I need to send an email on top of it Initial mail only.
Great tutorial, but it does not address the fact that the attachment on the list is not in a recognizable format, as mentioned by @achinchdwadkar below. How do you extract the file type information from the original email so the attachment is recognizable?
I am encountering an issue with the attachment. After processing it through the flow, I am only seeing an image icon on SharePoint. any idea?