Showing results for 
Search instead for 
Did you mean: 
Level: Powered On

Most efficient way to dynamically filter new emails on shared mailbox

Hello everybody!

I send monthly an automated documentation request to my clients through flow, which populates an excel file with an unique reference number for each client. Another flow is then triggered by “when an email is received on shared mailbox”: the email, if it has attachment, is checked in the body for the presence of one of the reference numbers included in a table of the excel file.
If this is the case, the file is saved in a dynamic folder on OneDrive.

I was wondering if there’s a more efficient way to achieve that, because the opening of the excel for each incoming email with attachment is quite time and resource-consuming (e.g. ~40 seconds with a test email, with only one “client” in the list in the excel file).

E.g. a sharepoint list would be faster than excel??

Thank you and best regards,

Super User
Super User

Re: Most efficient way to dynamically filter new emails on shared mailbox


Hi there.  Are you using any kind of CRM?  It sounds like you want to track emails specific to a customer and/or project in a single place, and this is out-of-the-box functionality for most of them.


If you want to continue this path, though, maybe consider putting the unique identifier in the email Subject (at the end in parens or something).  This should speed up your read times.


Either way, keep us posted.




If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

Community Support Team
Community Support Team

Re: Most efficient way to dynamically filter new emails on shared mailbox

Hi @nightfall,


Has your problem been solved by @edgonzales 's advice?
If your problem has been solved, You could go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best Regards,
Community Support Team _ Lin Tu

Helpful resources


New Ranks and Rank Icons in April

Read the announcement for more information!


Better Together Contest Finalists Announced!

Congrats to the finalists of our ‘Better Together’-themed T-shirt design contest! Click for the top entries.


New & Improved Power Automate Community Cookbook

We've updated and improved the layout and uploading format of the Power Automate Cookbook!


Power Automate Community User Group Member Badge

Fill out a quick form to claim your user group badge now!


Community Summit North America

The top training and networking event across the globe for Microsoft Business Applications

Top Solution Authors
Top Kudoed Authors
Users online (9,551)