This worked fantastically for my test case. However, the client that's emailing me sends an xlsx attachment (which I want), plus another random attachment with no discernable file type (that I don't want). How could I capture only the Excel file and not any other file types? Great video, very helpful!
@MattLisikiewicz thanks for the thumbs up :) To answer your question, what you could do, is either replace the "IsFolder" condition with a condition to test the file extension (and ignore anything that isnt .xslx). To do this you have a few options. You can do a bit of work before the condition to set these up. Use a compose and hook into and store the "Filename with Extension" property from the "When a File is Created (Properties only)" action. Using a little string manipulation you can slice off the .xlsx part and test only for that or use a "contains" when you test that piece of data in your condition. Either way could work. If you need a little more help and are an Academy member, pop me a DM and I would be happy to schedule a quick chat to help if needed.
Mate this is mint and just what I needed, however, as another person has written, it will not trigger no matter what I do, I drag new and read emails into the folder and nothing, will not start, what am I doing wrong (checked connectors and folders)
I'll have a look into that. Seems to happen for some. Really odd. As an alternative, if there are subjects that indicate an email for planner ..that's easy to grab direct from the inbox. Will do a video of I can see what's happening for you.
Doing some research, apparently the trigger is a little unreliable - this is what one post said "However, it doesn’t seem to be reliable. You might need to write a trigger that runs on a timer instead and just accept that there will be lag." The idea of a scheduled flow that reads a folder might be a good option then. Using Get Emails instead would allow you to target the folder. You would need to then cycle through each using an Apply to each. I'll do a video for this if you like as it's a little different.
Thanks for this! Is there a way to have the flow save all attachments and have them stored under one single planner task? At present mine is creating separate planner tasks for each email attachment.
Super helpful! Two questions, as a new user with zero experience with Power Automate, I have dragged an email with 4 attachments, and 4 tasks were created; did I miss something? And the other question is that the flow only works for me if the email has attachments; I tried an email without attachments and a task was not created. Is there a solution or a video for this? Many thanks!
Welcome to the wonderful world of Power Automate :) If you have dragged 1 email with multiple attachments into the folder it should create 1 task and then iterate around the loop for each attachment. It may be worth double checking how its set up to be sure that the "Create A Task" (planner) only happens once outside the Apply to each loop (which is where each gets added). Use the run history to trace through what is happening. For debugging and error handling, I'll be publishing a recent session I did that could help this weekend. Keep an eye out for it on the channel. Regards creating tasks if there are no attachments, you will need to adjust in 2 areas. Check the Trigger as that is set to process only for emails with Attachments. If you remove that, be careful as it then can operate for ALL emails which you might not want. Also then check the condition part of the flow. It looks to see if the attachments there are genuine. If you look at the false leg, it is empty. This is where you might pop some create a task actions if you have a good handle on fixing up the trigger. One option you have then is to remove the restriction for the Trigger, let it process all emails you drag into the folder. I would strongly recommend putting a subject filter on just in case (this will just check the subject and ensure it only works for emails with say PROCESS ME: or some text in the subject line. When you are sure they are emails you want, you can just do the sort of activities we have included in the False leg. IF you want a fuller flow which caters for ALL eventualities for all emails dragged into a mailbox, you can get the email first. Perform a condition check up front for attachments, then add in the process for each leg depending what you need each leg to do. All the required actions will be in this example flow already. It's just a case of piecing together carefully and step by step. (watch the vid this weekend...all will become clear why I say that)
Yes, I believe if you use a slightly different trigger - When an email arrives in a shared mailbox (v2). You will need permissions on that mailbox but should work for you in the same manner.
This works really well on my personal emails. However when I tried to replicate to a 'Shared' inbox (When a new email arrives in shared mailbox), it crashed. How can I make it work on a shared mailbox, and is there a way we can link the email to the planner card, similar to the way we have linked attachments. It would be awesome if I could make that happen.
@shansi1931 I wonder if when it was working with your personal email, the connection (authentication) was for that personal account. If you switch to a shared email inbox, the connection will have to be an approved user on that account. Have you checked that? Regards linking the email, there are certain pieces of information in the trigger that represent an email. There is a message ID which is sent over during the trigger. It depends what you want to do with the email itself but you can store a clickable link if you combine that ID with this URL pattern (you can concatenate the 2 strings together). outlook.office.com/mail/deeplink/read/AAMk[...]== Replace the AAMK with the actual message ID which will look something like this. AAMkADQzOTRkOTIyLWIwZWblahblahblahsomemorechars=
I have followed all the steps twice and when I run a test it works. But when I simply move an email to the folder in outlook it is not activating the process. What am I doing wrong?
Hmm that sounds odd. I do find in the first test I did, it took a while for the Power Automate trigger to wake up from a move of an email but so long as you are connected to the correct folder, it should work. It's worth checking the connection you are using. Is it an authorised user of the outlook mailbox you are monitoring and have you selected the specific sub folder in the trigger action?
It looks like every time, if we want to add email attachments in the Planner, we need to put email attachments in the SharePoint first, then we can add to the Planner.
Yes that's correct in this video. I could not find a planner action (even via the API) which will add files directly - they had to be done using a link (which could be any location that is accessible with a URL) However, there may be a way to do it directly using the JSON and file content. We just haven't tried to go that deep yet.
Great video, thanks! I stumbled upon it trying automate sending an email from my inbox to a folder, then to a Loop plan in Planner, which would appear in the Loop app because I'd also automate assigning the Planner task to myself. Unfortunately, the solution isn't working. Do you know if that's doable? I suspect using Loop is causing the issue. I have to enter custom value info for the connection between the folder and the plan, which makes me think PowerAutomate isn't linking to Loop.
thats happened to me before. All these videos are solutions that will work as I'll have built them to do the recording however, we do see changes from time to time where MS have changed the way a connection works or an action...which breaks them :( glad this isn't that!
Hello thank you for awesome video :-). Pleace can you give me advice? I would like to also for each e-mail create a folder named as subject of the e-mail, so I can keep the files organized and not on one hoard :-).
that would be absolutely possible. Its just a case of choosing the correct action to do that within the loop. There is a "Create new folder" action which you can use and then using the Subject from the email, pop that in as the folder name :)
Hey :) Awesome video. But I have a question: If I try to follow your steps, I´m not able to create the task like you do it. I receive an error saying: Im missing some connection. SO I cant find my groups and plans. But outside of the condition it works. Do you have a hint?
Yes. that will be to do with the connection to planner service most likely. Are you able to navigate to any plans outside of power automate? When you first set up a planner task, it may ask you to set up permissions to planner. I'll see if I can replicate how that will work for you and give some advice.
You can follow this variant of the last video you watched which talks about when there are multiple attachments. You'll get them all linked in 1 task! ua-cam.com/video/E01K7JwYi8k/v-deo.html
Thank you! The video is very useful. I was about to ask what if I have multiple attachments, then I find out it is your other video ua-cam.com/video/E01K7JwYi8k/v-deo.html ! I am very grateful for your help!
Super helpful, thanks!
glad it helped. Always open to other videos where people get stuck - if I can figure out the answer ;)
Thank you for the video, it's awesome.
Glad you liked it!
This worked fantastically for my test case. However, the client that's emailing me sends an xlsx attachment (which I want), plus another random attachment with no discernable file type (that I don't want). How could I capture only the Excel file and not any other file types? Great video, very helpful!
@MattLisikiewicz thanks for the thumbs up :) To answer your question, what you could do, is either replace the "IsFolder" condition with a condition to test the file extension (and ignore anything that isnt .xslx).
To do this you have a few options. You can do a bit of work before the condition to set these up.
Use a compose and hook into and store the "Filename with Extension" property from the "When a File is Created (Properties only)" action.
Using a little string manipulation you can slice off the .xlsx part and test only for that or use a "contains" when you test that piece of data in your condition. Either way could work.
If you need a little more help and are an Academy member, pop me a DM and I would be happy to schedule a quick chat to help if needed.
Mate this is mint and just what I needed, however, as another person has written, it will not trigger no matter what I do, I drag new and read emails into the folder and nothing, will not start, what am I doing wrong (checked connectors and folders)
I'll have a look into that. Seems to happen for some. Really odd. As an alternative, if there are subjects that indicate an email for planner ..that's easy to grab direct from the inbox. Will do a video of I can see what's happening for you.
Doing some research, apparently the trigger is a little unreliable - this is what one post said "However, it doesn’t seem to be reliable. You might need to write a trigger that runs on a timer instead and just accept that there will be lag."
The idea of a scheduled flow that reads a folder might be a good option then. Using Get Emails instead would allow you to target the folder. You would need to then cycle through each using an Apply to each.
I'll do a video for this if you like as it's a little different.
Thanks for this! Is there a way to have the flow save all attachments and have them stored under one single planner task? At present mine is creating separate planner tasks for each email attachment.
Yes, I think that would just need to be a slight restructure of the flow. I'll have a look and pop you some ideas.
I am also wondering how to do this. Interested in if you find a solution.
Yep, I found a neat way to do it without much restructuring. I'll do a video and post it for you in the next week.
@@Collab365 super, thanks!
@@Collab365 i had this exact problem. Thanks for working on this. It's working wonderfully.
Super helpful! Two questions, as a new user with zero experience with Power Automate, I have dragged an email with 4 attachments, and 4 tasks were created; did I miss something? And the other question is that the flow only works for me if the email has attachments; I tried an email without attachments and a task was not created. Is there a solution or a video for this? Many thanks!
Welcome to the wonderful world of Power Automate :) If you have dragged 1 email with multiple attachments into the folder it should create 1 task and then iterate around the loop for each attachment.
It may be worth double checking how its set up to be sure that the "Create A Task" (planner) only happens once outside the Apply to each loop (which is where each gets added). Use the run history to trace through what is happening. For debugging and error handling, I'll be publishing a recent session I did that could help this weekend. Keep an eye out for it on the channel.
Regards creating tasks if there are no attachments, you will need to adjust in 2 areas. Check the Trigger as that is set to process only for emails with Attachments. If you remove that, be careful as it then can operate for ALL emails which you might not want.
Also then check the condition part of the flow. It looks to see if the attachments there are genuine. If you look at the false leg, it is empty. This is where you might pop some create a task actions if you have a good handle on fixing up the trigger.
One option you have then is to remove the restriction for the Trigger, let it process all emails you drag into the folder. I would strongly recommend putting a subject filter on just in case (this will just check the subject and ensure it only works for emails with say PROCESS ME: or some text in the subject line.
When you are sure they are emails you want, you can just do the sort of activities we have included in the False leg.
IF you want a fuller flow which caters for ALL eventualities for all emails dragged into a mailbox, you can get the email first. Perform a condition check up front for attachments, then add in the process for each leg depending what you need each leg to do. All the required actions will be in this example flow already. It's just a case of piecing together carefully and step by step. (watch the vid this weekend...all will become clear why I say that)
Can I use a shared email box to create a planner task?
Yes, I believe if you use a slightly different trigger - When an email arrives in a shared mailbox (v2). You will need permissions on that mailbox but should work for you in the same manner.
This works really well on my personal emails. However when I tried to replicate to a 'Shared' inbox (When a new email arrives in shared mailbox), it crashed. How can I make it work on a shared mailbox, and is there a way we can link the email to the planner card, similar to the way we have linked attachments. It would be awesome if I could make that happen.
@shansi1931 I wonder if when it was working with your personal email, the connection (authentication) was for that personal account. If you switch to a shared email inbox, the connection will have to be an approved user on that account. Have you checked that?
Regards linking the email, there are certain pieces of information in the trigger that represent an email. There is a message ID which is sent over during the trigger. It depends what you want to do with the email itself but you can store a clickable link if you combine that ID with this URL pattern (you can concatenate the 2 strings together).
outlook.office.com/mail/deeplink/read/AAMk[...]==
Replace the AAMK with the actual message ID which will look something like this.
AAMkADQzOTRkOTIyLWIwZWblahblahblahsomemorechars=
I have followed all the steps twice and when I run a test it works. But when I simply move an email to the folder in outlook it is not activating the process. What am I doing wrong?
Hmm that sounds odd. I do find in the first test I did, it took a while for the Power Automate trigger to wake up from a move of an email but so long as you are connected to the correct folder, it should work. It's worth checking the connection you are using. Is it an authorised user of the outlook mailbox you are monitoring and have you selected the specific sub folder in the trigger action?
It looks like every time, if we want to add email attachments in the Planner, we need to put email attachments in the SharePoint first, then we can add to the Planner.
Yes that's correct in this video. I could not find a planner action (even via the API) which will add files directly - they had to be done using a link (which could be any location that is accessible with a URL)
However, there may be a way to do it directly using the JSON and file content. We just haven't tried to go that deep yet.
Great video, thanks! I stumbled upon it trying automate sending an email from my inbox to a folder, then to a Loop plan in Planner, which would appear in the Loop app because I'd also automate assigning the Planner task to myself.
Unfortunately, the solution isn't working. Do you know if that's doable? I suspect using Loop is causing the issue. I have to enter custom value info for the connection between the folder and the plan, which makes me think PowerAutomate isn't linking to Loop.
Nvm. This randomly started working. 🤷♂
thats happened to me before. All these videos are solutions that will work as I'll have built them to do the recording however, we do see changes from time to time where MS have changed the way a connection works or an action...which breaks them :( glad this isn't that!
Hello thank you for awesome video :-). Pleace can you give me advice? I would like to also for each e-mail create a folder named as subject of the e-mail, so I can keep the files organized and not on one hoard :-).
that would be absolutely possible. Its just a case of choosing the correct action to do that within the loop. There is a "Create new folder" action which you can use and then using the Subject from the email, pop that in as the folder name :)
Hey :)
Awesome video. But I have a question: If I try to follow your steps, I´m not able to create the task like you do it. I receive an error saying: Im missing some connection. SO I cant find my groups and plans. But outside of the condition it works. Do you have a hint?
Yes. that will be to do with the connection to planner service most likely. Are you able to navigate to any plans outside of power automate? When you first set up a planner task, it may ask you to set up permissions to planner. I'll see if I can replicate how that will work for you and give some advice.
How to put multiple document links in one task?
You can follow this variant of the last video you watched which talks about when there are multiple attachments. You'll get them all linked in 1 task! ua-cam.com/video/E01K7JwYi8k/v-deo.html
Thank you! The video is very useful. I was about to ask what if I have multiple attachments, then I find out it is your other video ua-cam.com/video/E01K7JwYi8k/v-deo.html ! I am very grateful for your help!
Yes I wanted to show a few angles on this same use case. Hope they both helped!