extract data from email attachments

[loifnan]

Hello everyone! 🙂 I'm working on my first project and I need assistance. Here are the steps I want to take:

1. Retrieve attachments: I need to retrieve attachments from emails, even if there are multiple attachments in a single email. It's important to check all the attachments for the required information. Additionally, there are different types of attachments such as images, PDFs, or Excel files.

1. Extract data from attachments: I want to extract specific data, such as names and invoice numbers, from the attachments. This extracted data will be used to populate a form automatically.

1. Fill in a form automatically: Once the data is extracted, I need to automatically fill in a form with the extracted information.

1. Store forms in department-specific lists: Each department should have its own list to store the filled-in forms. The forms need to be categorized and stored in their respective department lists.

1. Prevent duplicates: To avoid duplicates, I want to implement a mechanism that checks if the invoice number already exists. If an invoice number is already present, I'll skip the form filling process for that particular invoice.

As I'm relatively new to this process, I'm seeking advice on the best approach, recommended connectors, and any helpful techniques from those who have experience with similar tasks.

I appreciate any help or suggestions you can provide. Thank you in advance!

[ManishSolanki]

Hi @loifnan 

Here are the responses based on my experience & understanding:

1. Retrieve attachments: I need to retrieve attachments from emails, even if there are multiple attachments in a single email. It's important to check all the attachments for the required information. Additionally, there are different types of attachments such as images, PDFs, or Excel files.

- You can use outlook connector and SharePoint connector to save the email attachments in SharePoint document library or as attachment in SP lists. 

1. Extract data from attachments: I want to extract specific data, such as names and invoice numbers, from the attachments. This extracted data will be used to populate a form automatically.

- You can use AI builder prebuild model or train a new model as per your need to extract data from the files stored in SharePoint list in previous step. Pls note that you need to purchase AI builder credits based on the volume of data to be extracted. You can calculate the capacity & cost from the below link:

 AI Builder Calculator | Microsoft Power Apps

1. Fill in a form automatically: Once the data is extracted, I need to automatically fill in a form with the extracted information.

- You can save the extracted date in SharePoint list or Dataverse. As Dataverse connector is not a part of standard M365/Office354 subscription plan so you need to go for premium license which involves additional cost.

1. Store forms in department-specific lists: Each department should have its own list to store the filled-in forms. The forms need to be categorized and stored in their respective department lists.

- Same as above

1. Prevent duplicates: To avoid duplicates, I want to implement a mechanism that checks if the invoice number already exists. If an invoice number is already present, I'll skip the form filling process for that particular invoice

- Before saving the extracted data, you can implement a business rule to avoid saving existing Invoice number or ID in SharePoint list or Dataverse based on the data source.

So list of connectors is:

- Outlook Connector

- SharePoint/Dataverse Connector

- AI Builder (model)

These are just the high-level recommendations based on my experience, but the list of connectors and implementation approach may differ, or change based on the actual requirements.

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks

[jonkyonse24]

Take out every attachment from an Outlook file. The most expert method of obtaining Outlook PST attachments without having to quit Microsoft Outlook is to use the Softaken Outlook Attachments Extract Tool. Large Outlook PST files can also have their attachments removed while the original contents are retained. You can extract emails, calendars, and contacts as well as download attachments from many Outlook PST files at once with this safe solution. Any version of the Windows operating system can use it. You can test the free demo version of it here. It can easily extract attachments from Outlook without any data loss.