cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
markgalvin
Frequent Visitor

Best way to build a simple flow using Conditions

I'm a relative newbie, and not a programmer at heart. So please bear with me 🙂

 

My client has an Excel file for each year and within that file, one Worksheet for each Cohort. 

 

I have built a number of Flows where by when they add a new Student into one of the Cohort Worksheets in the Excel file, saved in SharePoint, the flow for that Cohort creates a folder for that Student as we well as a subset of folders, under the Cohort root folder:

  • site.sharepoint.com/site/documents/2022/cohort A/Candidates
  • site.sharepoint.com/site/documents/2022/cohort B/Candidates
  • site.sharepoint.com/site/documents/2022/cohort C/Candidates

Each of the Students has a unique Student ID, based on the Cohorts so:

  • Cohort A: TCLAS20220001
  • Cohort B: TCLBS20220001
  • Cohort C: TCLCS20220001

So far these flows have saved their admin team around 25% or their working week so they are very happy. 

 

Next process they wanted to automate is the saving of email attachments that come into a Shared Mailbox, for each Student. The subset of folders I mentioned above, lets say there are 4 sub folders - each containing different content matter, each of the 4 has its own Shared Mailbox .

 

So I built out a new flow that does this perfectly:

markgalvin_0-1656530298969.png

markgalvin_1-1656530368839.png

markgalvin_2-1656530449892.png

This is just for one type of Document that is received ( always into the same Shared Mailbox). So in the above case, this flow will look at the 'Enrolment Forms' Shared Mailbox, and save the PDF attachment of that enrolment form into the relevant Student folder. So for Student ID 'TCLAS20220123', when a new emails comes into that Shared Mailbox, as long is it has that Students ID in the Subject, any attachment gets saved into:

  • site.sharepoint.com/site/documents/2022/cohort A/Candidates/TCLAS20220123/Enrolment Forms 

Might not be the most elegant but it works. 

 

But the issue is that the above flow is just looking at Cohort A's Excel Spreadsheet. And rather than having 5 flows for each Cohort:

  1. Folder Creation Flow PLUS
  2. 1 Flow for each of the 4 Shared Mailboxes

meaning a lot of flows, I wanted to see if there is a better way of doing this, with the least amount of flows. 

 

One way I was looking at doing this is, after the 'Mark Email Is Read' step inserting a Condition:

markgalvin_3-1656531491838.png

Under the 'No' path we get:

markgalvin_4-1656531597523.png

Any thoughts on a cleaner way to do this? 

 

 

5 REPLIES 5
ryleybauer
Resolver II
Resolver II

Hey! 

Try a SWITCH control, it's like an IF, but with up to 20 (I think) IF branches. 

ryleybauer_0-1656533300183.png

 

Also, if you use the switch to set some variables. (Use the "initialize variable" step at the beginning of the flow, and the "set variable" step under each switch case). Then, you can use those variables values after the switch so you don't have to duplicate the steps inside each case. 

markgalvin
Frequent Visitor

Hi @ryleybauer 

 

Thanks for coming back to me so fast and the SWITCH options looks very promising. 

 

As I said in my first port, I am pretty new to this and not a coder by trade. 

 

So, I will need to set up an Initialize variable step before all other 'do' actions. Can I assume that I need to make this an Array and with that Array I set the Cohort Names, so:

"name": "Cohort Name",
"type": "array",
"value": "\"Cohort A\", \"Cohort B\", \"Cohort C\", \"Cohort D\""

markgalvin_0-1656573686014.png

And then the next step is to set the Codes against those Cohorts:

Cohort A: %Student ID% begins with 'TCLA'
Cohort B: %Student ID% begins with 'TCLB'
Cohort C: %Student ID% begins with 'TCLC'
Cohort 😧 %Student ID% begins with 'TCLD'

 

So then, within the SWITCH I can then select the corrects 'equals to' for that SWTICH Branch to carry out the saving of attachments into the correct Student. 

 

I am sure the only way to do this, is using the Set Variable but using an Expression.

 

Any thoughts? 

I would suggest your second step right after the trigger and before the switch is "initialize variable" and use a string type instead of array. Call it "cohort name" like you did.

Then, for each switch case (expression would look like): startswith('student id', 'TCLA')

Note: 'student id' would be the official column name

 

The only action inside the switch case would be "set variable" - "cohort name" - value = "cohort a". 

 

Then you would have your steps below using the "cohort name" variable, instead of copying the same steps under each cohort name.

Example:

Create folder step after the switch. Set the folder path in the create folder step to: "/2022/COHORTNAMEVARIABLE" instead of making 4 steps, one under each case.

 

If you put it in the subject line of your email, you can use the variable. If you change out who you send it to, you can make a second variable to set in the switch and then you can use the variable in the "to" field to only have one email step instead of multiple. 

 

I'm on my phone so I can't send you screenshots, but let me know if that doesn't make sense! 

 

I'm glad to offer assistance. If I've answered your question, please mark my reply as the solution.
If you like my response, please give it a thumbs up!

@ryleybauer - sorry, not sure I have had enough coffee. 

Can you provide screen shots for me please?

 

Thanks

Mark

Hey @markgalvin , 

I couldn't tell what you were doing with your excel steps, but it seems you have a handle on them. Give this a try and you can probably do your excel step below as well if you look at the formula I used for the subject line and adapt it.
I'd recommend also doing your "Mark as read" step at the end as I like to make my flows "confirm" user visible things only once the flow has completed. This would help you track ones that failed without marking them as read and making it ambiguous. 

 

Final tip: I didn't rename my steps, but you should like you started: 

 

ryleybauer_0-1656620278407.png

ryleybauer_1-1656620306912.png

ryleybauer_2-1656620434918.png

 

I'm glad to offer assistance. If I've answered your question, please mark my reply as the solution.
If you like my response, please give it a thumbs up!

Helpful resources

Announcements

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!    

Welcome to the Power Automate Community

You are now a part of a fast-growing vibrant group of peers and industry experts who are here to network, share knowledge, and even have a little fun.   Now that you are a member, you can enjoy the following resources:   Welcome to the Community   News & Announcements: The is your place to get all the latest news around community events and announcements. This is where we share with the community what is going on and how to participate.  Be sure to subscribe to this board and not miss an announcement.   Get Help with Power Automate Forums: If you're looking for support with any part of Power Automate, our forums are the place to go. From General Power Automate forums to Using Connectors, Building Flows and Using Flows.  You will find thousands of technical professionals, and Super Users with years of experience who are ready and eager to answer your questions. You now have the ability to post, reply and give "kudos" on the Power Automate community forums. Make sure you conduct a quick search before creating a new post because your question may have already been asked and answered. Galleries: The galleries are full of content and can assist you with information on creating a flow in our Webinars and Video Gallery, and the ability to share the flows you have created in the Power Automate Cookbook.  Stay connected with the Community Connections & How-To Videos from the Microsoft Community Team. Check out the awesome content being shared there today.   Power Automate Community Blog: Over the years, more than 700 Power Automate Community Blog articles have been written and published by our thriving community. Our community members have learned some excellent tips and have keen insights on the future of process automation. In the Power Automate Community Blog, you can read the latest Power Automate-related posts from our community blog authors around the world. Let us know if you'd like to become an author and contribute your own writing — everything Power Automate-related is welcome.   Community Support: Check out and learn more about Using the Community for tips & tricks. Let us know in the Community Feedback  board if you have any questions or comments about your community experience. Again, we are so excited to welcome you to the Microsoft Power Automate community family. Whether you are brand new to the world of process automation or you are a seasoned Power Automate veteran - our goal is to shape the community to be your 'go to' for support, networking, education, inspiration and encouragement as we enjoy this adventure together.     Power Automate Community Team

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Users online (5,129)