How to compare email subject template

[Veblitz]

I need to check if my email subject is not as per predefined template when email arrives then 1 need to take action of moving that email to document library if it's subject has standard template then export to document library A and if subject is not as per standard template then it should be move different document library B.

Example 

Email subject: john contract details 1234 123(dynamic values)//standard template

Email subject : contract details 567//not standard template

[FLMike]

Hi @Veblitz 

How are you getting the emails?  Do you want a trigger to run every time you get an email in a specific folder and or some other filter?

How many standard templates are there? 1-2-2000?

Some additional details is going to help a lot but here is a simple way.

1. Create SharePoint List 

2. Add a column that holds the template format

3. Adds all the templates

4. Create an Automated Flow that triggers every time an email arrives

5. Use a Get Items SharePoint action to your Template List, with a Filter of something like

[MySharePointListColumn] eq 'EmailSubject'

6. Then do a Condition Action

7. In the Condition check if the length(body/value) where the body/value is the dynamic property of the previous Get Items, check if the length = 1 (which means it found one)

8. In the Yes (since it found a match), Export to a document library (I dont know what this means. I mean i dont know what you want to export?? are their attachments?? Just the body?? etc)

8b. In the No (no matches) Export to Library B

You may need to do a conversation of lower case or upper case to make sure they match

5b. OR do NOT add a filter

6. Add an Apply to Each, with the input filter be the body/value of the Get Items dynamic properties of Step 5

7. You can do this different ways, but add a Condition to compare the two strings to see if it matches or not. When you find the match, Export and exit to Apply to Each (different ways to do this)

P.S. You should use a solution. Then use Environment variables to store the URL and document library name for exporting to A and B as well as the List with Templates in it

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

[Veblitz]

Great inputs. Much appreciated. I would try and reach you if I need any help 🙏 

[Veblitz]

I created the steps but im not sure of how to create environment variables for storing url for exporting email into document library .

Also,if we need to create json for storing url etc if so i do not know much of it.

Kindly shed some light

[Veblitz]

Im getting emails in shared email box when new email arrives then flow should check if its based out of templates

How many standard templates are there? 1-2-2000? --- We have 3 standard templates

Im using in the below email when new email arrives trigger just for testing purpose 

Sample list item

[FLMike]

Hi @Veblitz 

Great start, I have some errands but will get back to you shortly.

[Veblitz]

Sure please.Thanks

[Nived_Nambiar]

Hi @Veblitz 

Just want to check again - so you want the email subject to be of specific pattern by which flow should decide whether it should be moved to a document library - correct ? like the pattern should be like - Name contract details numerical parts  ?

If yes how you are making the flow to trigger ? is it based on particular sender ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

[Veblitz]

When email arrives from shared emailbox then email template should be matched .if it's not matched then to be moved to document library 

[Nived_Nambiar]

Hi @Veblitz 

email template means subject correct ?

also what would be pattern then - is it same pattern which i have shared above ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

[Veblitz]

Name numeric number in subject and body

Example

Subject contract number 124556

Body

Hi,

Contract name: xxx

Date 23 June 2024

Contract number:12355

Thanks 

[FLMike · Accepted solution]

Hi @Veblitz 

Here is a sample. Now since you are using Patterns which is more of a RegEx thing, i'll add that part when I get back again. But this is the layout

Now this one simply does a straight compare, but it's the layout that matters. In the SharePoint list (which I also created, I just added straight strings versus regex patterns, but we will do that part shortly.

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

[Veblitz]

Sure.Thanks for taking time to sending this. I will try and update shortly

[Veblitz]

can you please copy the expression for length expression and GUID expression etc when you get chance. Thanks 

[FLMike]

Hi @Veblitz 

Guid = guid()

length = length(outputs('Get_items_-_Filtered_Query_to_check_for_Template_Match')?['body/value'])

The above matches what I have due to my Action names

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

[Veblitz]

Thanks.can you share your list columns and how you stored the values for templates

[Veblitz]

im getting error

Fix invalid expression(s) for the input parameter(s) of operation condition.

[Veblitz]

please share list how to store email template and comparing in flow and thats something would be helpful