Pick up read and unread email with specific subject line characters

[tana1]

Hi, Tom:

@trice602 

We discussed about the workflow 2 week ago. I just tested with my coworker today. It seems to have some issue. Can you please help me? 

Let me explain to you some background information:

The purpose of workflow is to screen out the inbox or subfolder of inbox emails (with attachments) and subject beginning with "RFP-200-594", then pursue two tasks

1. save the attachment into a folder
2. move the email to another folder (different folder than the currently existing folder)

Last time, we worked on it and I have tested it which was working in my computer. It looks like this:

Today, when we copied the same flow to my coworker's computer. It was partially working. What I meant is out of 48 email, only 15 emails were executed. 

I was wondering if "RFP-200-594" in subject line was right? I checked his email folders, and left-over emails are most recent email and most of them has "RFP-200-594-XXX..." in subject line. Therefore, can you please help me if there is way to insert formula (beginning with "RFP-200-594" or contain text string "RFP-200-594" ) into subject line to capture the rest of email? And it looks like flow has never pick up read emails and only execute the unread emails, can you help me to make sure all read and unread email can be picked up? 

Thanks, appreciated. 

[Nived_Nambiar]

Hi @tana1 

Could you please show me the properties of Get emails ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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[tana1]

Thanks! 

[Nived_Nambiar]

Hi @tana1 

How many emails you are able to retrive using this at a time ?

What i have observed is Top parameter always retrive 10 emails by default and maximum of 25 if value of 25 is provided.

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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[tana1]

😮Oh I did not know this limit. We have tried to run this flow several time, still not executed for read email. 

There was originally 60+ emails (all the way back to last year). Can you please help me to make some changes in the code of flow? thanks so much!

[trice602]

Hi @tana1 ,

I hope to help solve this tonight.  On your co-workers computer, in their inbox, did the emails that were skipped have attachments?  Looking at your Get Items, it's the first thing that stands out.

If you can check and let me know please.  Also I will test the subject filter, on the surface it should work as-is.  

[tana1]

Hi, Tom:

Thanks for your help!

Yes, we have tried with changing the fetch only unread email to "yes", but still some unread email stayed, were not executed. And I can confirm the emails which were not executed did have the attachment. I can also check it tomorrow. 

or do you think if we can change the code to more specific like beginning with or containing text "RFP-200-594"?

Can I contact you for help during the day tomorrow? Thanks, 

[trice602]

Hi @tana1 ,

I don't think the subject filter is the issue but still need to test tonight.  I am in meetings all day tomorrow but typically jump in here during breaks/lunch.  With Labor Day weekend here in the USA, I am offline for 3-days too.  But send me what you can tomorrow and I will look for your update.  Tom

Also, I am wondering if your co-worker has a lot of other flows running in their name and hit a temporary limit during a 24-hour window because moving this from you to them, as-is, shouldn't change the outcomes of the flow.

[tana1]

Tom:

I can confirm this flow is his first flow in his account and in his laptop since he does not know anything about the power automate. 

By the way, what is daily limit? Maybe helpful to know it as well. 

[trice602]

Hi @tana1 ,

Licensing and limits are always difficult to describe because there are so many variables that come into play.  Here's a great page on limitations but in short, if this is your co-workers first flow, provided they have the license, none of this will affect the outcomes.

Limits of automated, scheduled, and instant flows - Power Automate | Microsoft Learn

[tana1]

Hehe........ you are right. Lots of parameters and variables. 

Do you think if we can test it in other way by changing or amending some code, since I am beginner for Power automate, I rely on you for help if possible. 

Base on the current code, it definitely has some left-over with this subject line description. What else can you think of? Please advise. Thanks 

[trice602]

Yes, always glad to help and you can rely on me.  Tom

As I anticipated, the subject filter works as-is.  I was able to see an email with one of the one's skipped.  I really need to see one of those email screenshots to understand what is happening (just the subject line).

The other thing I would like to see is the last output from Get Emails (V3).  To @Nived_Nambiar point, did this stop at 10, 25, or is it something else.  We will get it figured out.

Lastly, see if this is a temporary one-off.  Rerun it and see what results are in the morning.

[tana1]

Tom:

I can post some screenshots tomorrow for analysis. 

The other point about limit, although I don't assume that is cause of it, should I ask my coworker to input 25 in the field so to ensure execute in that limit? Then will that 25 be the daily limit or just one run limit? Please advise. 

Thanks, appreciated!

[trice602]

I think you can leave it blank for now.  Have a great night! 🙂 Tom

[tana1]

You have a good night as well! Thanks for all your help.

[trice602 · Accepted solution]

I did find something else to check tomorrow.  I moved one of my test emails into a subfolder, as-in, Inbox/Dev and to my surprise it was not included ?!? in Get Emails (V3).  So, please check and see if the emails skipped from your co-workers inbox are scattered in multiple folders already - could be one root cause.

[tana1]

Thanks for your info. I will check them tomorrow and provide you update. 

Have a good night and have a nice long weekend. Appreciate for all your help. 

[Nived_Nambiar]

Hi @tana1 

How many emails were able retrive at time by your coworker using this flow ?

[tana1]

Sorry we lost the count. But we knew there were still some email which should be executed but not.

Thanks for your help. 

[Nived_Nambiar]

I think that may be the problem, that would be a reason why bot is not able to pickup more emails ?

If that is the case, then we may need to do a iteration on the get emails until we get no emails,

See the below flow design.

Step 1. 

Initialize a variable of type array like below 

Step 2.

Now use a do until loop with condition length(variables('emails')) equals to zero.

Next steps should be done under do until loop 

Step 2.1.

 Use Get emails to get the emails from the outlook mailbox 

Step 2.2

 Loop through each emails and then inside it loop through each attachments to save attachments to a specific location and then mark email as unread and move the email to some folder like below

Step 2.3 set the variable emails with value dynamic content values which is output of get emails action.

So this flow will continue until all emails with the specifc subject line has been processed.

Hope this design helps !

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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