Save attachments to SP with standardized name

[Jupie354]

I have a flow that runs when an email is received with a subject that contains "Monthly reporting". It captures who the email is from and saves all attachments to SharePoint with the sender's name and the attachment name. This is ok for now, but what I really want is for it to clean up the file name automatically for me. 6 different people send me an email with 3-4 reports attached. I would like the flow to:

1. Check who the email is from and add their region into the file name, (West, Central, East, etc.) Is there a way to save which person = which region?

2. It currently saves the attachment name from the email as the file name. Some people send it back with a "Copy of (spreadsheet name)" or put the region in there somewhere, but I would like to standardize the file names. Example: Frank sends me an email with 3 attachments. The reports I sent out for him to complete are named Report 1 - June 2023, Report 2 - June 2023, and Report 3 - June 2023. This is not a shared/online file (not allowed in this case), so he has resaved them as "Copy of Report 1 - June 2023 Central Rgn." I would like it to save to SharePoint as "Report 1 - June 2023 - Central". So no matter what they call it, I need to identify which report it is and update the file name.

Is this possible? It doesn't seem like it should be that hard, but I am no Power Automate expert and my attempts to add conditions ended up in confusion. I will attach my current more basic flow that I hope to expand on. Thank you!

[David_MA]

I am a bit confused by what you are asking since your flow image shows you know how to specify the file name. What is the actual challenge with giving them the names you want?

• Do you not know how to increment Report 1, Report 2 and Report 3 with the multiple attachments?
  • If so, before the apply to each action, initialize a number variable (maybe file count) and set the initial value to one (1). Then use the increment variable action to increment it by one for each file.
  • You can hard code Report in the file name and follow it with the variable for the attachment number.
  • To get the month and year you can use an expression. Based on your question where you show the date as June but it is currently July, I assume that when you get the e-mails, the reports are for the prior month.
    
    • If so, you can use the following expression to get the previous month's name and year:
    • FormatDateTime(addDays(startOfMonth(utcNow()),-1),'MMMM yyyy')
  • For the region, I don't know how you will handle that as there needs to be some consistent logic. You might be able to use the Get user profile action on the person who sends you the e-mail and maybe there is something in there you can use to determine the logic.
  • I assume the people who are sending you the reports are known to you, so you could do logic based on their e-mail addresses to set the region using conditions. For example, if sender e-mail equals mickey.mouse@disneyworld.com set a region variable to South. Use one condition for each of the people who send you the report and have a default value of Unkown in case someone new sends you a report and it will use that when none of the conditions change it.

[Jupie354]

Hello,

• I think my problem is that I don't fully understand how variables work and how to change what I have to get the file name I want - I found an example flow online I was able to copy to get this far and I am bumbling along. 
• For the report names - the 3 or 4 reports are not actually called Report 1, 2, 3, they are all different names. Example:
  • ABC Report
  • Disney World Audit
  • Mickey Mouse Report
• Is there a way to identify which report it is (maybe by looking at key words in the attachment name?) and say "If it's the Mickey Mouse Report, save it to SharePoint as Mickey Mouse Report - June 2023 - West. I already have it saving with the attachment name from the email, but everyone saves them differently and then I have to go fix them all up after they save to SP. Sorry if I am repeating myself, I just want to make sure I am explaining it clearly. 
• The date formula is helpful, thank you - I will add that!
• Re: Setting the regions with conditions: That sounds like it should cover what I need. I will give that a try - thank you!

[David_MA]

Yes, you could search each filename to see if it contains a key word that you can use to set the report name. Here is an example with a manually triggered flow and just running through some files in OneDrive. Don't let that confuse you as you only need to worry about what I have in the apply to each action.

• Outside of the Apply to each action you will initialize a variable named Report Name of string type.
• The first action in the default will set it to a default value in case none of your conditions find a match (I set the default value to Unknown).
• If the condition contains the word you are looking for, then set the "Report Name" variable to whatever you need it to be.
• You would then use the variable as part of your naming convention of the file.
• Since this isn't very formalized, I don't know how many conditions you may need to add to achieve what you want. You'll need to be sure the people sending you them are at least somewhat consistent in their naming or this will not work.
• You should also check everything in lowercase as conditions are case sensitive. You can use the toLower expression to change the filename to all lowercase. In an apply to each it is a little tricky because you can't just choose the dynamic content for the field. You need to use the expression builder for the entire expression. It would be something like this (NameNoExt is the internal name of the field with the file name:

toLower(items('Apply_to_each')?['NameNoExt'])

If you add a Compose action to the Apply to each, you can insert the field there. You can then go to Compose action's menu and choose Peek code and it will show you the value and copy it for your expression:

[Tanya70]

I would use a SharePoint list to hold the sender emails in one column and their region in another, then use get items to call that list for matching items (filter query) to sender email address. Then assign region to variable to use in your file name. 

• Note: in your tenant, if region is available in your O365 profile you won't need the list you can instead connect to the profile and extract the region from it.