i try to build a kind of a ticket system for a shared e-mail postbox. So far so good. I store incoming e-mails in a library to catch attachments and the full history and in parralel i build a list in sharepoint to have an easier overview. a second list is built to arrange things like priority, status, responsibility..... (organisation)
my problem is...
the list as well as the email storage gets flooded with RE: and FW: messages on the same topic. Is there a way to keep this messages in my list and my lib somehow together? So can i check if a the mail is coming is a RE. or FW: and somehow link it to the existing list item or element in the lib?
Hope you got my question.
Happy for any suggestions.
Hi @MaWi, there is a property on the email called ConversationID. This is what Outlook uses to group together your emails into a conversation thread. If you also stored this property in SharePoint, you could then apply grouping in your list to keep all of your emails and attachments together.
This sounds good,
any suggestion how I could use this in my scenario?
So when a new e-mail is coming on the same topic (just with RE. FW: or whatever) I can use this ConvID to check against all my existing entries? This might get slow after a while, or?
No need to check as you can just use SharePoint list views to Group the conversation IDs together. So each time the email comes in, just insert it into your list with the conversation ID populated (just take it from the incoming email each time).
If you're using Modern SharePoint, you can use the group by from the column options:
It's not pretty but it will group all the messages in that conversation together then.
yes you are fully right...looks **bleep**ty but seem to work.
Only thing I have to overcome now...
Normally I create a new list item in my casestatus list for each line added to this email list. I could now reduce this by just adding a new list item to casestatus if it has a new conversationID...is this doable?
Yes, absolutely. You could check your list to see if the Conversation ID already exists, and if not then you create your new case.
There are two ways of checking if something already exists:
Option 1 - User the Filter Array
Option 2 - Use Filter Queries and check for results
The option I prefer is use Filter queries to only retrieve list items that match, and then use that within my length condtion.
I personally prefer option 2 because it's more efficient and has less actions within the Flow, however people tend to shy away from it because of the filter query aspect.
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