cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Mancino
Helper I
Helper I

Assigning a person to task based on email reply

Currently, I'm using a flow to monitor an inbox, when that inbox is emailed the flow runs and creates a task in Planner (this part works).

 

What I would like to see happen next is when someone responds to the Alias attached to the mailbox with Under Review, I'd like to update the task created in the beginning of the flow by assigning it to the person who responded.

 

Is this possible or will I have to create a second flow to monitor the Inbox and match the Task name?

1 ACCEPTED SOLUTION

Accepted Solutions

@Mancino 

For the two flows approach, did you tried to use conditional triggers?

https://powerusers.microsoft.com/t5/General-Power-Automate/Trigger-conditions-for-Flow-now-available... 

So your first flow (tha one that creates a task) will be executed under specific conditions to be executed (i.e. Body does not contain 'Got it!'... or sender is somebody outside of the AssignTo Team); while your second flow (the one that assigns the tesk) will be executed under different conditions (i.e. Body contains 'Got it!' and Subject contains 'Re:'... or sender is somebody belonging to the AssignTo Team)

 

Also, if you create the task based on the Request Email Subject (flow#1) adding Subject as part of new Task Name, and the first team member sends a Request to be assigned to the Task (flow #2) by replying to the original email, you can do the following:

1.- Take Request to be assigned email subject,remove 'Re:' and store the result inside a variable, let's call it 'TargetTaskSubject'

2.- list all tasks by means of this 'List tasks' action block

3.- filter the output by taking only the ones containing 'TargetTaskSubject' by means of Filter array action Block.

 

Flow_FilterTasks.png

Hope this helps

 

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

View solution in original post

14 REPLIES 14
efialttes
Community Champion
Community Champion

Hi!
Let'see if I understood the problem.
1. Is the mailbox: a shared mailbox, an office 365 group mailbox, other?
2. As soon as you receive an email in your Inbox, you convert it into a planner task. Are you applying any specific rule, i.e. only emails containing specific text on Subject? Do these emails that are converted into New Tasks contain a unique identifier?
3. Now, if somebody replies by adding a specific text in the Subject (Under review) you want to identify the employee sending the reply and Assign the task to him/her.

Did I understood properly?

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttesyes, essentially.

 

So, I have a flow right now that monitors a shared inbox, that shared inbox is also part of an alias (distro group of users).

 

Phase 1:

Email comes in with a request -> Message Posted in Teams -> Task Created in Planner with below Task Title  - This works.

Flow.png

Phase 2:

Member of team responds to original request with "Got this" for awareness -> Assign task created in Phase 1 to team member who responded.

 

I hope that makes sense, I attempted to do it all in one flow and was unsuccessful so I wondered if I could create another flow that will pull the subject out of the reply email and match it to a Planner task title however that says the condition isn't met when I try to match it up.

@Mancino 

I believe you can do it in just one flow, by adding a second trigger as a flow step. However, you will need to add a Subject condition to get this second trigger executed ONLY when someone replies to this same request, whih is gonna be tricky.

Can share an example screenshot of 'Got it' response?

 

Flow_nestedtriggers.png

 

Or, if you prefer to split it in two flows, the tricky part is to get all tasks, and filter them by Task Name, so you take the one that contains the target Subject. The point here is: if you compare the REply Subject 'as is' with the Task Name you are storing, it will always fail either because of the RE: or because of the 'Got it' (it shall be added into the Subject, right?) or because of both, so you will need to manipulate REply Subject before comparing it with your current Task Names.

AS with the first suggestion, can share an example screenshot of 'Got it' response?

Hope this helps

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttes  - so currently I have the flow set up on a condition that if it starts with RE: perform the create task which I realize will be problematic if someone adds the alias to a response.

 

Example email comes in requesting assistance with billing. Subject: Need help with invoices.

 

The response email should be:

Subject: RE: Need help with invoices

Body: Got this

Person reviews and responds.

 

Overall flow is below. What I need now is to have the task that gets created off the initial email sent to be updated when someone says "Got this" or whatever set text we choose in the body.

OverallFlow.png

I need to make sure that all of the responses to the initial email (starting with RE:) do not trigger new tasks to be created which is where I'm stuck. If I go down the If yes path, I can't seem to link the created task under If no which is why I was thinking of doing a separate flow however as I mentioned above, I might need a way around starting with RE:.

 

Thoughts?

Hi again
In case you opt to implement two flows, please have a look to conditional triggers
https://powerusers.microsoft.com/t5/General-Power-Automate/Trigger-conditions-for-Flow-now-available...
Hope this helps

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

So the challenge I'm having with two flows is getting the task ID from the previous tasks made. I tried to match it to the subject as that's what the title of task is however it created an endless loop.

 

Is there a way to get the ID from matching the title then use that to identify which task to update? The condition triggers with subject/body are working, it's the update piece that's not correct.

@efialttesI attempted to add a second email trigger with a condition on the Body however I get the following:

New.png

@Mancino 

For the two flows approach, did you tried to use conditional triggers?

https://powerusers.microsoft.com/t5/General-Power-Automate/Trigger-conditions-for-Flow-now-available... 

So your first flow (tha one that creates a task) will be executed under specific conditions to be executed (i.e. Body does not contain 'Got it!'... or sender is somebody outside of the AssignTo Team); while your second flow (the one that assigns the tesk) will be executed under different conditions (i.e. Body contains 'Got it!' and Subject contains 'Re:'... or sender is somebody belonging to the AssignTo Team)

 

Also, if you create the task based on the Request Email Subject (flow#1) adding Subject as part of new Task Name, and the first team member sends a Request to be assigned to the Task (flow #2) by replying to the original email, you can do the following:

1.- Take Request to be assigned email subject,remove 'Re:' and store the result inside a variable, let's call it 'TargetTaskSubject'

2.- list all tasks by means of this 'List tasks' action block

3.- filter the output by taking only the ones containing 'TargetTaskSubject' by means of Filter array action Block.

 

Flow_FilterTasks.png

Hope this helps

 

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttesthat definitely helps! I think I'm almost there using a second flow, and was able to get around the conditional trigger.

 

However, the filter array tasks shows the title correct but the output is empty, which is why I'm assuming the task isn't updating (although I can't confirm as Planner seems to be down). Thoughts?

 

array.png

Hi
Can you show me the content of your variable on that same execution? And also the expression you are using in your Filter Array?
Thanx!

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttes 

 

Will do. So  I have the initialize and compose here, which is successful.

initializeandcompose.pngsuccess.png

I then have a condition to check the body, which comes back as true and sets the variable:

setvar.png

I then do a list tasks for Group ID/Plan ID which is successful in the test. from there I filter, I've tried with is equal to or contains and neither work

filter.png

However, the filter is returning nothing:

array.png

 

Here's the apply to each, which doesn't look like it gets called:

applytoeach.png

Hi

I think the reason for empty result is, the value given to the variable has a space at the beginning, but the name of your task does not have it.
You can add trim() function to your expression in order to remove it
https://docs.microsoft.com/es-es/azure/logic-apps/workflow-definition-language-functions-reference#t...

Hope this helps

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttesyessir, that was it. I didn't account for the space, once I added the additional space after the : and tested, everything worked.

 

Everything is now working as expected with 2 flows. I've just run through and tested everything. Essentially, the filter array worked how it should have. Thank you so much for your help!

So everything is working however I'm attempting to combine the two flows. My goal is to check if the task exists, if it doesn't create if it does check the body.

 

Most of it is functioning however I have 2 issues:

 

1. It is doing a FOR-EACH loop and sending the messages/posting multiple times (number of each task already in planner).

2. It looks as though the variables aren't pulling down - for example SubjectTrimmed and DueDate will not work when I attempt to create the task.

 

@efialttes  any thoughts?

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (1,668)