Building flow sending email based on managers name in a delivered PDF in folder

[skalltje]

I try to find or build a flow:

1. when a PDF i deliverd in a folder on the fileserver
2. open PDF
3. find managers name in PDF
4. create email
5. fill in managers emailadress
6. attach the same PDF
7. send

How can i solve this one?

[Expiscornovus · Accepted solution]

Hi @skalltje,

Depends a bit on the structure of your pdf files. Is the information always in the same place? If so, you could build your own AI model, train it to recognize and extract the manager name value.

For the fileserver part you can use File System trigger action and the installation of a data gateway is required:

https://docs.microsoft.com/en-us/power-automate/gateway-reference

Keep in mind, AI builder is an add-on. You will need separate licensing for that:

https://docs.microsoft.com/en-us/ai-builder/administer-licensing

Below is a short example of the high-level setup of a such a flow.

1. Add a when a file is created (properties only). Make sure it's connected to your data gateway and point it to the drop off folder

2. Add a File System Get file content action, use the Id from the trigger action

3. Add a Predict action. Use a custom AI builder form processing model. In my case I created one called ExtractManagerModel and I trained it with 5 pdf documents to recognize the manager field value. Use the File Content dynamic value of the Get File Content action for the prediction

4. Add a Send an email (V2) action and use the Manager value from the Predict action for the To field. Use the File Content from the Get File Content action for the Attachments Content field and the DisplayName from the trigger action for the Attachments Name field