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kschuster1
Frequent Visitor

Save Email attachment to a folder location based on SP list

I am new to this community and to Power Automate. I successfully created a simple flow which saves email attachments to SP folders. I created a SP list with 2 columns, Title (the report name) and Path (SP folder where report must be saved). I'm having trouble using Get Items to lookup the corresponding Path based on the name of the attachment. Can anyone help?

 

My flow trigger is when new email arrives with an attachment. For each there is a condition to check if the attachment name ends in pdf or xlsx. If True it Creates a file saved to SP folder. This all works.

 

The Title column in the SP list is a substring, not an exact match to the email attachment names, because the reports come out of our system with a date referenced in the report name.  I'd rather not adjust our system to generic report names. Example: attachment name is 3/16/24 Inventory Report or 3/1/24 YTD Freight Margin. My SP list has "Inventory Report" and "YTD Freight Margin" in separate rows as Title lookup keys.

 

I have searched content to figure this out but cannot find this exact scenario and am still learning. 

 

How do I get the report path output based on the lookup key and use it as the dynamic path in Create File?

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @kschuster1 

 

sorry i missed your question.

 

Filter query which you have written in Get items seems to be incorrect, it should be like this

Nived_Nambiar_0-1712769149538.png

 

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

 

View solution in original post

13 REPLIES 13

Hi @kschuster1 

 

I think this is possible 🙂

But one clarification needed, as you said > keywords for attachments are added in each rows > like for each row /list item you have added keywords in Title column to find the attachment name. Then my question how it determine the path where the file needs to be saved ? if the attachments are matching with multiple keywords ?

 

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

kschuster1
Frequent Visitor

In Sharepoint list, column 1 = Title (key), column 2 = Path. Each Title is unique and corresponds to a unique path in 2nd column. 

 

But there is a better way. Rather than using the Email Attachment Name as the lookup, I will use the Email subject line. Email subject line will be an exact match to Title, column 1 in Sharepoint list. This eliminates the substring logic. (I have 2 reports that do not have unique subject lines, but I will just change their subject lines to be unique in our reporting system to simplify flow logic.)

 

I can still have these conditions:

trigger = new email, for each

condition -- check if email has attachment (true = proceed with next action, false = terminate flow)

condition -- is Attachment Name ending in pdf or xlsx (true = proceed, false = terminate)

condition -- does email Subject exist in Title column of SP List. (True = grab column 2 path from SP list, false = terminate)

Create file -- name file the same as the Attachment Name, save file to output path from lookup

 

Does this answer the question? Thank you!

 

My apology if this is not clear. I am open to changes to optimize performance.

 

kschuster1
Frequent Visitor

Hello, @Nived_Nambiar

The Get Item action is giving me this error. 

Flow save failed with code 'OpenApiOperationParameterValidationFailed' and message 'Input parameter 'id' validation failed in workflow operation 'Get_item_-_Title_Eqals_Email_Subject': The parameter with value '"Title@equalstriggerOutputs()?['body/subject']"' in path 'id' with type/format 'String' is not convertible to type/format 'Integer/int64'.'.

 

I added a Compose action to convert the output base64ToString. But it's not working. I am not confident my Get Item query is correct and don't know how to handle the error. Any help you can offer is appreciated.

Hi @kschuster1 

 

could you show your flow design ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

kschuster1
Frequent Visitor

I tried several things that didn't work, so my flow is broken. Here's all that i have tried. 

kschuster1_0-1711731312809.png

kschuster1_1-1711731345523.png

kschuster1
Frequent Visitor

The "Attachment is PDF or Excel" part

kschuster1_2-1711731903039.png

 

kschuster1
Frequent Visitor

The "Get Items" part

kschuster1_3-1711731940393.png

 

kschuster1
Frequent Visitor

I saw a blog stating you have to convert the name frombase64 string. I couldn't get it to work and my syntax and sequence are not correct. Here is what remains of my attempt.

kschuster1_4-1711732084213.png

 

kschuster1
Frequent Visitor

kschuster1_5-1711732145221.png

 

kschuster1
Frequent Visitor

@Nived_Nambiar any guidance is appreciated. I signed up for a microsoft learning session in April. Training is needed.

 

kschuster1
Frequent Visitor

@Nived_Nambiar -- Do you have suggestions for my flow?

Hi @kschuster1 

 

sorry i missed your question.

 

Filter query which you have written in Get items seems to be incorrect, it should be like this

Nived_Nambiar_0-1712769149538.png

 

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

 

kschuster1
Frequent Visitor

@Nived_Nambiar Thank you. 

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