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allg33k
Level: Powered On

How To: Email and Attachment to Sharepoint

I'm trying to build a helpdesk ticketing system that creates tickets from an email.  I've figured out how to get the Email fields to populate my custom list.  However I'm haveing a hard time with the attachments.  Can I somehow get the attachments into the custom list too?  Or do I have to make a separate flow that takes the attachments and puts them into a document library, then somehow adds a link to the custom list back to the attachment in the document library?  Or is there another way I'm just over looking?

19 REPLIES 19
Community Support Team
Community Support Team

Re: How To: Email and Attachment to Sharepoint

Hi Allg33k,

 

Currently, we can save email attachment to a SharePoint library but not a list, create another flow to save attachment to Document library would be a good choice.

 

When we create a flow to create items in a Custom list when a file is created in Document library, it seems that we can’t add a link of the file to the Custom list, as there is no output about Link or URL can be selected. About this issue, could you submit an idea at Flow Ideas Forum?
https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas


Best regards,
Mabel Mao

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

I ended up accomplishing what I needed.  I created one single flow that pulls all incoming emails, and creates an item in my custom list (Helpdesk Tickets).  Then if there is an attachment it saves it in a separate document library.  The document library name is created by using the ID from the first custom list and the subject name. This allows me to create a link in the custom list for the attachement.  I also was testing if the user embedded an image into the email.  I created a separte link in the custom list to display that image.  Ultimately if there is an attachement and an embedded image you still end up with the link for the embedded image even though there wasn't one.  In my mind you will know when there is an image because in the request section of the ticket there will be a little box with an ex showing that the image isn't there.  Just like any webpage when an image is missing.  Otherwise...just don't click the link for the image.  It's not perfect, but really did exactly what I wanted.  I probably could do some sort of condition to stop the link from being created but I'll be honest with ya, I don't care at this point to put the time in.  Below are screenshots of my flow.  Feel free to ask me any questions. 

 

A few things that came up:

1. If I put an email address in the first part so that it would only process emails that came for helpdesk@mydomain.com it would stop working. 

2. I also tried to have 2 separate flows one for the attachement and one without.  When I did that I would end up with redundant tickets.  So even though the flow says it's only checking emails with attachments, it processes the ones without too.  Bug?

3. I used the Multiple Lines of Text column for my attachement and images link boxes.  I just changed the lines to 1.  With the Enhanced Rich Text Enabled it would convert my html code for my links to be useable links when it displayed on the page.  Otherwise I couldn't get clickable links.

 

HD Email Flow.jpgFlowHD Custom List Form.jpgCustom List Form (Helpdesk Tickets)HD Document Library.jpgDocument Library (Helpdesk Documents)HD Custom List.jpgCustom List (Helpdesk Tickets)

10000100101011
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

I am trying to follow your demonstration of the ticketing system and i have hit a snag. I cant seem to create the Update item that is same as yours.

I meant the "box" that is around the Update item "Select an output from previous steps"

 

Is there some custom action that you have built here as i cant seem to get it to work.

 

Any help would be apreciated.

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

I think what you are looking for is click "New Step" then "Add an Action" then type SharePoint update item.  That will give you what you are looking for.

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Step 1.jpgStep 2.jpg

 

Step 3.jpg

 

10000100101011
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Thank you for your reply but the update item action doesnt give me the options to put attachments in. In that enlarged screengrab you sent the Attachments field is set above the Update item.

 

The only way i am able to to that in my flow is if i put asnap.PNG to get the same output in the Update item.

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

I'm sorry, I forgot to respond to this.  Did you end up figuring it out or do you still need help? 

10000100101011
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

we have gotten it to work kind-of.

 

We still have mails that cant show the screenshots that are embeded directly in the emails.

 

Witch is a real shame....

Symona
Level: Power Up

Re: How To: Email and Attachment to Sharepoint

Would you be able to share how you got the emails to populate the list?  It works VERY well from my personal email but it doesn't work from our Shared Email account which is a "system" account.  

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

The account that I was using "helpdesk" is a full AD account.  Not a shared box.  I'm not sure how you would go about that.  However, I did see a while back that there was going to be a new feature added to flow that would just grab the whole email as a file that you could then just attach to the ticket.  It was on this board somewhere that MS responded to a post I was on saying they were going to implement it.

Microsoft Employee

Re: How To: Email and Attachment to Sharepoint

I am not sure how you create the file, from the screen shots you are creating an item but not the file, how are you able to create the attachment as a file in the document library?

 

Steps I am following -

1. New Email Arrives

2. Create File if there is an attachment

3. Create item in the custom list

4. Update custom list

 

I tried your steps but did not get success - also in your hyperlink attachments you have ID.Name or just IDName and what ID and Name is it? Is it from Update Item, Custom item or new email?

 

Thanks in advance.

SPTester
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Hi allg33k,

 

I was going through your post on how to : Email and Attachment to SharePoint and seems you have implemented the flow successfully to implement the concept.

 

I am trying to build the same and and not quiet clear on how to procced with, and would apprecite if you can please help me with the flow to implement same.

 

To Do:

When a new order creation request arrives via email (may have a single or multiple attachments on same email and embedded image).

This should automatically get transferred to sharepoint list.

I am able to get details for various fields to get auto populated from email (Subject, Title, Sender, Received Date, Has Attachments, Priority) but i am unable to transfer attachments into same list and open same in list.

 

So i want to build further in my flow to transfer attachments to doc library in sharepoint and respective document/s should be associated with their entry in the list and when you click the attachment name in list it open document from library.

 

How can i implement that via flow?

 

Any help in this regards would be highly appreciated.

 

Can you please send me the flow to implement so as i can test it on my end.

 

Thank you

SPTester.

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

I'll be honest with you I went through the process to get the attachments to go into a separate webpart just like what you are saying.  However, more often than not it was just as easy for the IT team to have the "helpdesk" email box available in outlook to look at them.  If you want to go through the process you have to create the last portion of what I showed in the flow.  Unfortunately the way images are displayed on here aren't very clear.  I'll upload them cut up so you can see them better.  

 

Flow Step 1.jpgFlow Step 2.jpgFlow Step 3a.jpgFlow Step 3b.jpg

Microsoft Employee

Re: How To: Email and Attachment to Sharepoint

What I don't understand is you are not creating a file in document library and yet you refer in your attachmemnt column (multi line text field) of list.

 

<a href="https://sharepoint.com/help desk" ID. NAME">Click for Attachments</a>

 

If the document attachment has not been added, how do you refer to it? Where in the Flow are you adding a file (email attachment)to a library?

allg33k
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

It's been a long time since I set this up but from what I remember I used the Attachments field which means it only grabs them if they are there.  I remember I figured out what outlook called the JPG's by default when they were attached to an email, then used that to put the name of the jpg in.  That was in case the person pasted a jpg into the body of an html email.  The other option for attachement is just grabbing the name and then using that to build a link in the ticket.  The links for the attachments are in the ticket even if there isn't an attachment.  If you click it, it will say not found if there isn't one.  I remember that I would have had to build a few links for multiple attachments but I opted to just go look at the inbox of Helpdesk if that was the case.  Otherwise I'd have several links on the bottom of each page.  My thought was if the email read that there was an attachment that you would know to click the link.  If it didn't mention an attachment you would just disregard the links at the bottom of the ticket. 

 

HD Flow Attachments 1.JPGHD Flow Attachments 2.JPGHD Flow Attachments 3.JPG

HD Flow Attachments 4.JPGHD Flow Attachments 5.JPG

SPTester
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Hi ,

I'm trying to build a order processing system that creates new Order details from an email for order creation request received.  I've figured out how to get the Email fields to populate my custom list.  However I'm having a hard time with the attachments (files attachments and embedded images in email).  Can I somehow get the attachments into the custom list too?  Or do I have to make a separate flow that takes the attachments and puts them into a document library and that is referenced with each list item and gives u a hyperlink against each entry in custom list to display respective attachments and images received with that email entry from document library.

I am new to this SharePoint and Flow world.

 

I would really appreciate if you can pls help me in creating this flow and implementing same.

I was going through various forums for flow ideas and came accross this one which you have mentioned but anyhow i am not able to implement it fully:

https://powerusers.microsoft.com/t5/Building-Flows/How-To-Email-and-Attachment-to-Sharepoint/td-p/87...

This is exactly the same situation and output i am looking for and trying to implement but i am unable to understand what was exactly done by u in the post which made hyou implement the business logic.

Can you please help me in understanding this flow and how to implement this?

Any help in this regards would be highly appreciated.

Thank you

Microsoft Employee

Re: How To: Email and Attachment to Sharepoint

Thanks, I tried how your method and honestly it worked, a good workaround.

 

On another note while playing with your solution I saw "Add Attachment" option in SharePoint connector and I can verify that this connector works, it can add attachments to your SP list, you no longer need to create an extra library and map each file with hyperlink field now. I believe I was the first few users to test Add Attachment to SP List feature in Flow Smiley Happy

SPTester
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Amazing, i was able to achieve the entire flow concept with the help of your above response on how to add attachments into SP Lists.

Thank you very much for the response.

 

Really appreciate.

apasqua
Level: Powered On

Re: How To: Email and Attachment to Sharepoint

Similar question to this thread... I know there is the capabilities of having your email attachments automatically saved to a sharepoint library through microsoft flow capabilities, but is it possible to have that flow only operate when I recieve an email from a certain address?

 

For example, I do not want attachments emailed to me (from everyone) going to sharepoint, but anytime I get an email from ____, I want just their attachments to go to the sharepoint library. 

 

Thanks for any help given!

 

 

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