Delete file on share point when an email is recalled

[A-M]

Hi All,

I have a flow which is triggered when we receive an email with a specific subject line with an attachment.

Eg: If the subject line is A B_C D. Then, the attachment in this email is renamed to C D and it is saved in the share point with this name (C D) and then, the email is moved to a subfolder on Outlook.

The subject lines are different for different client like A P_Q R and A X_Y Z so i am using parallel conditions, one condition for each client.

The process works fine until here.

The next requirement is - When the client recalls one of these emails which would have a subject line such as Recall : A B_C D, it has to find the attachment with the name C D that was saved earlier and delete it on sharepoint, followed by moving the email to the outlook subfolder.

Can anyone please help me with a solution for deleting the attachment (that were saved to the SharePoint earlier) that are recalled by the client?

Thanks.

[Koen5]

Dear A,

I can think of 2 possible ways, number 2 has my preference as it has more control of the data:

1. In order for your to delete the file on the sharepoint you need the:
   • Name of the file ... which you get from the:
     • Name of the original email ... which you get from the:
       • Subject line of the trigger of your flow minus the 'Recall: ' text. 
   • The above translates into actions by which you search your mailbox folders with part of the subject of the trigger. Presumably you will find the original email and thereby the filename of the attachment. With this filename you search the sharepoint and delete the file.
2. When you save files on the sharepoint (your original flow), you keep a datalog in excel or sharepoint list. In this log you record things like time, date, email subject, sender ....AND filename and location where you save it. Then when you get a 'Recall' email, you search the datalog for the subject and find the URL at which you stored the file and you can remove it.

I do not like option 1 as it depends on keeping your emailfolders complete ... 

Overall, I do not like the idea of deleting/removing files which you thought originally where worthwhile to keep, so instead of removing you may want to set a new status to this file ... or move the file to an 'Archive' folder and make some notes on your datalog.

Hope the suggestions help. If so, please leave a like and/or tag as solution.

Happy flowing,

Koen

[A-M]

Thanks Koen5 for the suggestions. The official requirement is - We get client emails with statements attached as PDFs that are saved in the SharePoint and then the email is moved out of the inbox to a subfolder. If the client makes a typo in the Statement name or put an incorrect date that doesnt match the statement in the subject line, they recall it and send the correct statement in another email which is again saved to the sharepoint. I have to delete the incorrect statement that is saved in the share point when i receive a recall email.

Would you be able to explain me how the flow should be like for both option 1 and 2? What actions to use? what are the value/expressions going to be?

For example : for Option 1, you are correct. Suppose first email with pdf attachment from client has the subject line A B_C D, so the name of the pdf attachment that is saved in Sharepoint is C D. Now, when they recall this email, the subject line is Recall : A B_C D, so I can use the extract the string(C D) from the recall email and use that to match the name of the attachment on the Sharepoint and delete it. I have tried doing it but it doesn't work.

In compose i have used the below formula to extract the string from the first occurrence of 2 until the end of the subject line which gives me C D (where C is the date in the format 2023-02-06 and D is statement number)- 

substring(triggerBody()?['subject'],nthIndexOf(triggerBody()?['subject'],'2',1))

After running it -

It doesn't pass the condition 4 and it says 1 of 100 when I only have 1 file in that folder. I am not sure if i am using the incorrect library name or incorrect actions/file name string. 

Please help. 

[A-M]

Ok just want to update that I got it to work.

I Just changed the Condition 4 to (Name "Contains" Output) instead of "is equal to" and selected a folder to Limit entries to folder.

Thanks.