cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
RameshMukka
Impactful Individual
Impactful Individual

Trigger a flow when an Outlook Email is categorised using color coding

I would to trigger a flow when an email is categorized (color coding) for which there isn't any trigger. If it isn't possible, I am also ok if the flow can be triggered when an email is manually moved to a folder when arrived which as well is not possible. I don't want to filter email with sender or subject to categorize them as the business case doesn't allow. Only feasible option I see is when email is flagged but how can we categorize it? How can I find information related to the flag from flow? There isn't any dynamic properties available regarding any flagging. I ultimately want to create tasks in several buckets in planner for categorized emails. What all options am I left with?

21 REPLIES 21
mobashee
Community Support
Community Support

Dear Partner,

This is not currently achievable from flow can you please submit your idea below

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

 

Did I answer your question? Please consider to mark my post as a solution to help others.

 

Regards,

Mohamed Sanuj Basheer

joost_s
Regular Visitor

Hello,

Has the above request been made possible already? I'm looking to do exactly the same thing but I couldn't find any solution yet.

Best wishes,

Joost

RameshMukka
Impactful Individual
Impactful Individual

@joost_s 

Not possible yet. I had to go for alternatives like create Shared Mailboxes for every category I had and forward emails to them and write flows for all those categories.

joost_s
Regular Visitor

Okay, thanks!

lisaneilson82
New Member

This is the very thing I'm looking for.  We have a shared mailbox for all requests to come back to work in the office but they are categorised by department and we want to forward them to the named department

 

BadtzMari
Regular Visitor

@RameshMukka wrote:

I would to trigger a flow when an email is categorized (color coding) for which there isn't any trigger. If it isn't possible, I am also ok if the flow can be triggered when an email is manually moved to a folder when arrived which as well is not possible.

Create a flow for when an email arrives and put the search folder as your subfolder?

 

I am doing something similar. I use the trigger for when an email is flagged, but put the search folder my subfolder. That gives me a little more control to intentionally flag items. For example, I have a subfolder of my inbox called Printing. I move manually move print requests into that folder and then flag them and my flow creates a new to-do on my Printing planner. I have another folder for "Websites,"  that adds to-dos to the Websites Planner. 


It works for what I need to do, but it is not that scalable or dynamic. You need to set up the flows with 1-1 information mapping, and I don't think you can dynamically read in the subfolder variable and use that to map it to the appropriate planner/bucket/etc.


I wish MS had the functionality of gmail/zapier/trello to create tasks based on Gmail labels, but there is no feature like that yet to use Outlook categories.

This should have been made possible by now.

vazexa
Advocate I
Advocate I

Any news with this?? Including enail categories as triggers will be very useful for a lot of users!!

mcundiff
Advocate I
Advocate I

Insane there are so many options that can be a trigger, yet one as simple as Color Category isn't one of those options.

I know! I wouldnt imagine that categories are not flow triggers yet!

rickythomas
New Member

Any update on this?

mcundiff
Advocate I
Advocate I

Hey Microsoft, 

 

Can you get this to happen or what?

not that i know of 😞

Do any of you know if there is an update in the works to add a Category trigger?

 

Hi, 
2.5 years later... can you tell me if this is supported now?

FabioCoelho
New Member

Hi, any word if this feature is supported by now? Can we get an update or at least know if this is due to be implemented? 

Something that might might be helpful here. I created actions in outlook to move and flag an email with shortcuts.

 

Ex. Crtl+Shift+1 move the selected mail to a folder and flagged at the same time (well, after it has moved).  So finally the taks is created in the planned i associated to the Folder.   

 

I hope it helps.

PawelL
Frequent Visitor

Hi, I would like to share my workaround to trigger an action when mail is categorized.

the idea is to create a loop which checks if arrived emial has a category.

PawelL_0-1706869552843.png

when a new emial arrives get emial ID and then send http request to get metadata of this mail, then parse json and create a variable with category

PawelL_1-1706870062185.png

in next step create a loop with do until. The value is a variable with category, the loops will run as long as category is not blank. You can also setup a timeout (in my case it's 7 days)
In the loop add a delay to determine how often it should refresh, after that send another http request to get details of this mail, then parse json and set variable with category. If the category is not empty flow will get you to next step.

PawelL_2-1706870394717.png

in the last step I used switch so depending on the name of category you can do different things. Personally I'm using adaptive cards to inform via teams specific person that emial was assigned to them, but you can also add an action to move this mail to specific folder. Keep in mind that when you parse json you will get your category in format ["Category"] so when setting variable i used expresion: 

first(body('Parse_JSON')?['categories']) to get Category.
above flow is setup for sharedmailbox if you want to do the same with personal mailbox just use this http request:
https://graph.microsoft.com/v1.0/me/messages/mailID

hopefully you will find is useful 🙂 

 

Thank you, Paweł. I've just adapted this solution by adding the creation of a Planner task for different teams, based on a manual approach with Outlook categorization labeling.

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 (6,272)