Creating a flow that dynamically creates folder structure in Sharepoint based on subject parameters and saves emails and attachments to said folder

[JohnL1212]

Hi all!

For a bit of context, I've been trying to create a flow in Power Automate that not only saves emails and their attachments to Sharepoint but also stores said email in a folder based on a particular client. I've managed to so far get the email/attachment saving completed but how would I enable the creation of a folder automatically in Sharepoint based on a client name and date specified in the subject line? I would like to see something like the following:

Email Subject Line

New Trade - Client: <Client Name>; Date: <YYYY-MM-DD>

Flow Explanation

1. First, create a folder labeled after the Client Name parameter in the subject line provided above

2. Second, create a subfolder within the Client Name folder that contains the Date parameter in the subject line

3. Finally, save all emails and their associated attachments in the date folder for a client

I've managed to get #3 complete with the flow below but am struggling to find out how to do steps 1 and 2. Would anyone have any experience with this sort of flow? Ideally, I would love to automate this archiving process.

[FLMike · Accepted solution]

Hi @JohnL1212 

I am making assumptions based on your format of the Subject.

Step 1. The Email triggers

Step 2. You validate its the right email, however you do it, you need to do this before you do anything else

Step 3. Parse the client name from the Subject

So pretend I have this as the subject

New Trade - Client: new Client; Date: 2019-01-01

I will create 2 Initialize Variables and set them to type string, 

1. I named this ClientName and to get the client name value for it use the below expression.

a) Which will first split by the ; which you have.

b) Then it will trim off spaces on ends

c) Then it will spit again based on the string New Trade - Client:

d) And then again trim spaces.

e) This gives you the Name

trim(split(split(variables('Subject'), ';')[0], ':')[1])

Step 4. Parse the date string from the Subject

Tto get the Date I named this one DateValue

trim(split(split(variables('Subject'), ';')[1], ':')[1])

As you can see I now have those values in my variables ClientName and DateValue

Step 5. Create the top folder (assuming it doesnt exist, which you should check first but up to you)

-Add a Create new Folder (SharePoint action)

--add your site address

--add your list or library path

--use the ClientName variable for your first folder

Step 6. Create the date folder (assuming it doesnt already exist, which you should check)

-Add another Create new Folder (SharePoint action)

--add your site address

--add your list or library path

--now use this as an expression

concat(variables('ClientName'), '/', variables('DateValue'))

And now you have them created and you can save your file. Just remember when you go to save files, you must use the proper ID from the Create new Folders, to identify the folder to go to since it didnt exist before.

If I have helped you, I would really appreciate if you please Mark my answer as Resolved/Answered, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

[JohnL1212]

Thank you @FLMike! I will give it a try when I have a chance in a bit and keep you posted. Much appreciated.

[JohnL1212]

Thank you @FLMike  - this worked beautifully. Now to add conditions to check if those folders exist... If I have questions about conditions, I will post another thread.

[JohnL1212]

Hi @FLMike , for initializing the Client Name and Date Value variables, is there a way to tweak the expression to also take into account Replies and Forwards? I realize now that Replies and Forwards also use colons (RE: and FW:) and I would like to similarly capture those emails as well since there could be additional details pertaining to those trade deals. Should I tweak the expression or alter the subject to use different characters to differentiate Client Name and Dates?