Move email based on value in Sharepoint list / excel sheet

[ANNEMAP]

Hi! At the moment I am trying to create a flow which moves outlook emails in a shared mailbox based on the 'from' or 'subject'.

The issue is that we receive a lot of emails per day, and need to be sorted in 15 different folders (one for each co-worker). 

Is it possible to have these emails distributed to these boxes, based on a list in Sharepoint, or an Excel sheet?

For example something like this:

From:	Move to:
test@test.com	Folder 1
Power@automate.com	Folder 6
Desktop@flow.com	Folder 8

I want the co-workers to be able to add email addresses to these lists (and later maybe also parts of subjects), so that when an email address is added, it automatically moves any email from that address to the designated folder in the future. 

At the moment I tried using conditions, but creating a condition for each email address is not doable, and co-workers do not have access to this.

thanks in advance! 

[fchopo]

Hi @ANNEMAP 

You could do the following:

1) When you receive an email in the shared mailbox

2) List rows present in excel, using an Odata filter expression to find the name of the folder.

3) If a record is found (length of the output item >0, using the following expression):

length(outputs('List_rows_present_in_a_table')?['body/value'])

4) Get the folder name (first item found) and move the email to that folder:

first(outputs('list_rows_present_in_a_table')?['body/value'])?['MoveTo']

Be aware that you need a Table in the excel file, and that in case no folder is found, current workflow would nothing.

Hope that helps!

Ferran

[VictorIvanidze]

Hi @ANNEMAP,

please take in account that you have to get the folder ID (not just a name) to populate the target folder in the Move action.

[VictorIvanidze]

Hi @ANNEMAP,

you can use this flow as a base and modify it: https://ivasoft.com/sortemailsflow.shtml 

[ANNEMAP]

Hi! I believe this is no longer necessary. I read something about this as well, but Move email v2 now has the ability to move emails to a shared email box. Or are you referring to something else? 

I have taken a slightly different route;

I use filter array to compare the two with each other, and when a value is found it returns it. 

After that I use a switch to determine to which email box to send the email to. 

It is working great now, however, when one email is moved, it often takes multiple emails with it and moves it to the specified folder. Due to this wrong emails are moved to wrong folders. Last time instead of moving 1 email, it moved 7!.. This happens when a lot of emails arrive within a short frame of time.

Is there a way to let it only move one email, and start a new flow for the other emails?

thanks! 

[VictorIvanidze]

Show your flow.

[ANNEMAP]

[VictorIvanidze]

Could you please explain why did you use "Apply to each" after Switch?

[ANNEMAP]

Power automate does that automatically when I select the Message ID in 'move email v2' from 'when a new email arrives from a shared mailbox'. 

[VictorIvanidze]

Yes, Power Automate does that automatically, but you have to correct it manually.

[ANNEMAP]

Could you tell me how I could do that? I cannot drag it outside the 'for each' because I use the message ID of the first trigger 'when a new email arrives in a shared mailbox'. 

[VictorIvanidze]

Sorry it's rather hard to explain. Could you search here for "how to eliminate apply to each" or similar request?

[Soundharya]

Hi,

You can add the folder name variable from SharePoint list directly in move email action, click on add dynamic content select the folder name column from SharePoint list

[ANNEMAP]

I have tried that, but unfortunately I get the following error: 

{
  "status": 404,
  "message": "Specified folder '(...)' does not exist.\r\nclientRequestId: 2a9ee551-dd5d-41ae-85a5-123fb04786aa\r\nserviceRequestId: 4dcc0724-6a3c-4a4d-b5c2-2ba402618615",
  "errors": []
}

I named the folder the exact same name, but it cannot find it. 

[VictorIvanidze]

You have to use the folder id, not the folder name.

[VictorIvanidze]

Hi @ANNEMAP,

how's going on?