Download email attachments from different senders & update timestamp on excel sheet

[Xan-PA]

Hi everyone,

I'm trying to figure out a flow where I could automate the download of attachments from different senders to different folders in Sharepoint, and hopefully, a way to update the download time in an excel sheet.

For example: when abc@abc.com sends an attachment, it will be automatically downloaded to folder named ABC in Sharepoint and in an excel sheet, cell A2 will be updated with the download time.

I managed to set up a simple flow to automate the process for 1 email address but we are receiving email attachments from ~100 senders every week hence I need a faster/easier way to do so as setting up separate flows for each retailer can be hellish 😐  Is there anyway I can set up for more senders in 1 flow?

Thank you for reading & hope to get some help/insights from you! 

[Mira_Ghaly]

@Xan-PA 

What you need to do is when and email is received you need to get the sender email address and then do a split expression by the @ character as below to get the Sender SharePoint Folder:

split(triggerOutputs()?['body/from'],'@')[0]

Then you need to check if the folder Exists or does not exist in SharePoint document Library to avoid the flow from failing:

So you need to call the Get Files (Properties Only ) and pass the Library and Folder name from the previous step , if this Get Files Step failed then this means that the folder does not already exist and you need to create it so you configure a run after action step to create the folder and then the file , On the other hand add another Parallel Branch to Create the file if the Get Files action did not fail as this means the folder exists please check below:

This is how the configure run after action is configure for create folder , Click the 3 dots ... and choose configure run after:

[Xan-PA]

Hello @Mira_Ghaly , first of all, thank you soo much for your help on this! The steps are clear and understandable. I would totally use the flow suggested for the sender ABC case which I have mentioned.

However, I also have senders from cases like this where there's no common link between the email address and the folder name, for eg:

Sender 1's email: johnsmith@xmail.com 

Download to folder: "Wallmart".

.

.

.

Sender 30's email: kim@yaho0.com 

Download to folder: "Brooklyn".

Any ideas how can I set up another flows for cases like this? Should I compose some parameters and use filter array? Appreciate any feedbacks/insights from everyone who has read this 😄

Thank you!

[Mira_Ghaly]

@Xan-PA 

I would suggest if you better keep a SharePoint list for the mapping between the emails and the SharePoint folder as this would be easier and would suit your case as then after the when an email arrives step you need to Call Get Items and query this new list by supplying Filter something like:

Email eq From

Let me know if this makes sense or you need more help with this!

[Xan-PA]

Hello @Mira_Ghaly ,

thank you once again for replying! I can't describe how thankful I am to you! 😁

I have no prior experience in working with Sharepoint List but I managed to create a list containing columns such as Sender Name, Email Address, Path. 

I created the flow as you suggested, 

When email arrives > Get Items with Filter Query "Email eq From" but I'm stuck at Filter Query where it says that The expression "Email eq myaddress@email.com" is not valid. 

I also tried to create such a flow where: 

When email arrives > Get Items (without Filter Query) > Filter Array (From: value, FROM is equals to EMAIL ADDRESS) > Create File but there was no proper output from the steps in front hence it failed to create file. 

Once again I'm super thankful for your patience and help on this, apologies for the trouble as my knowledge to PowerAutomate is really limited. Do let me know if you have any suggestions on how I can fix my flow, thank you so much!

[Mira_Ghaly]

@Xan-PA 

Can you please share a screenshot of the Filter Query step and of your SharePoint list?

[Xan-PA]

Hello @Mira_Ghaly, my list is as such:

I'd like to download attachments from senders under EMAIL column into different folders in PATH column.

And here's my filter query step, thank you!

Thank you once again!

[Xan-PA]

Hello @Mira_Ghaly , happy holidays to you!

Apologies as i'm still stuck in my flow, would be great if you can help to look at the steps above and point out my mistakes, thank you!

[Mira_Ghaly]

@Xan-PA 

Sorry for the late reply please try single quotes as below: