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Anonymous
Not applicable

when a new email arrives vlookup Subjectfilter

Hello,

how can I build a flow for following situation:

I work with "when a new email arrives(V3). I want to work with the subjectfilter. The subject Filter has: the latters a and b.

If the Mail has a "a", then persons A, B and C get a message/notification.

If the Mail has a "b", then person B, D and E get a massage/notifivation.

Thank you very much

 

26 REPLIES 26
Rhiassuring
Super User
Super User

Hi there, 

You're looking for a subject filter to work on ...letters? Not words, or a schema of some sort? I wouldn't recommend using letters, I'm hoping those are just a stand-in for a full word or at least a code like A03 or some such. 

Instead of "A" and "B", I will use the words "Apple" and "Batman".  🍎🦇

Since we are looking for two different words, I am not going to use "Subject Filter" - I am going to use the Ellipses > Settings > Trigger Conditions. In there, I will place this formula: @Anonymous(contains(triggerBody()?['subject'], 'Apple'),contains(triggerBody()?['subject'], 'Batman'))  These words are case sensitive.


Rhiassuring_1-1650386540075.png

 

Rhiassuring_2-1650386551025.png

 

 

Next, I am just going to use a "Compose" action to determine whether it was Apple or Batman that triggered the flow. I am using this formula: 

 

if(contains(triggerOutputs()?['body/subject'],'Batman'),'Batman','Apple')
 
I will initialize a variable to hold our emails in. We will use this instead of hardcoding so it is more flexible and we only need one email action.

Then, I will add a Switch that evaluates the Outputs from our "Compose - Apple or Batman" action.

I will set the variable in each "Case" according to my needs. (⚠️ I would recommend not hardcoding where ever possible - in a real world scenario, I would have a SharePoint list holding "Apple" and "Batman", with another column to identify the recipients - I would query this list based on the outcome. Let me know if you need help with this part.)

In this example, just for the demo, I am hardcoding in the emails to set the variable.

Finally, I will just create an email outside of the switch and set the email address to the variable. I can even reference the chosen word using my Compose output.
 
Rhiassuring_0-1650386525318.png
 
Does that help?

Cheers,
 
Rhia

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Anonymous
Not applicable

Thank you very much. 

The Problem is, that there are 132 "Apples;

, Badmans" and so on, not just two. And for the 132 "Apples,Badmans...." are around 300 Personen which gets a Mail/Notification. For Exemplar Apples- User 1,2, Badman - User 2,3,4..

 

Rhiassuring
Super User
Super User

Oh, I see - so you have a long list of 132 things to cycle through. In that case, I think you will need to have your email trigger regardless of each, turn your 132 items into an Array, and then loop through and do a "contains()" on each until you hit something - and then look it up from the list. 

Do you have scenarios where you might have more than one "Apple" or "Batman" in the subject? Or will it always be 1 of the 132?

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Anonymous
Not applicable

I make an Other example: a House with 132 rooms. If the Windows get open, a Light Switched on or a door opens then some persons must get Infos.

Room 1: Person 1 and 2

Room 2: Person 2, 3 and 4

Room 3: Person 2 and 5

....

Room 132: Person 3, 299 and 300.

IT is always one of 132 rooms.

Thank yo

Rhiassuring
Super User
Super User

That is a good example 🙂 Okay, we got this, just a few changes.  And, there are a few clarifications needed to make this specific to your scenario .... and more elegant. I will comment on those at the bottom. 

First... We will need to store your columns somewhere, of course, so we can reference them. Excel or SharePoint. I will use SharePoint for my example.

Here is my demo data. In your scenario, your "Email" column would have people -- I am using fake email addresses in mine because I am the only person in my tenant. 

Rhiassuring_0-1650430269744.png

Step 1 - The same as before, we add a When a New Email Arrives trigger, but this time, no trigger condition. 
Step 2 - Create a "Get Items" SharePoint action. Point it at your Matrix in SharePoint.

Rhiassuring_3-1650430594996.png


Step 3 - Initialize variables:  1) booTitleFound (boolean - default "false") 2) txtEmail (string) 3) intIncrement (integer - default "0")

Rhiassuring_4-1650431667230.png

Rhiassuring_6-1650431916008.png

 


Step 4 - Add "Do Until" action and set it to run until "booTitleFound is equal to true". I've increased the Change Limits > Count to 132, given your requirements.

Rhiassuring_5-1650431716956.png


Step 5 - Inside the Do Until action, create a "Set Variable" action. Select your booTitleFound variable, then in the Value, click on the Expression tab. Enter the following: 

 

if(contains(triggerOutputs()?['body/subject'],outputs('Get_items')?['body/value'][variables('intIncrement')]?['Title']),true,false)

Rhiassuring_9-1650432635574.png
Step 6 - Add another Set Variable - this time pointed at your txtEmail variable. In the value field, click on the Expression tab, and enter the following: 

 

if(variables('booTitleFound'),outputs('Get_items')?['body/value'][variables('intIncrement')]?['Email'],'')

Rhiassuring_8-1650432625184.png


Step 7 - Add an "Increment Variable" action and set it to increment intIncrement by 1.

Rhiassuring_7-1650432615536.png


Step 8 - On the outside of your Do Until loop, add a "Send an Email" action. Use the "txtEmail" in your "To" field. Now you can use all the original elements from the incoming email to populate your email to the users.

Rhiassuring_10-1650432885622.png

 

Annnnnnnnd that's it. I used fake email addresses, so I won't send emails, but, here's the output from txtEmail when I send an email to myself with "Room 2" in the title. 

Rhiassuring_11-1650432940897.png


🏁Now, considerations for your requirements to make this a better flow:

 

1) If you can identify any sort of format of what you'd expect to come in - ie, the word "Room", or, a sequence of numbers... you'll want to user a Trigger Condition so this thing doesn't need to run every time.

2) If this is a personal mailbox that is usually monitored by a human, you could also use a Folder - ie, create a Folder called "Automated Maintenance" and drag incoming emails that need to be processed into it. This is more human action, though, so I get why you wouldn't want to do this.

3) You could also use Outlook rules to sort mail into the folder, if the requests come from specific email addresses, OR, you could create one rule per potential Subject word to automatically move them into folders. 

Hope this helps anyway, 


Cheers,


Rhia

 

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Anonymous
Not applicable

Thanks. 

At the end of the last Point I get by Test following message:

judoe007_0-1650437054330.png

What is wrong?

In this example are just three Do-Untils

judoe007_0-1650450666383.png

 

Rhiassuring
Super User
Super User

Ah, right, for the email variable - if it's going to end up coming out empty (ie, it finds nothing at all), then it would fail the flow because it didn't email (even though, really, that's a success.) To avoid the fail, you could put a condition in (after the Do Until loop) that says "Is bool true?" - on the Yes side, the email - on the No side, nothing. That'll avoid the fail.


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Anonymous
Not applicable

Thank you. Could you Show What you mean please?

Rhiassuring
Super User
Super User

Rhiassuring_0-1650473694103.png

 

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Anonymous
Not applicable

Hello.

Thanks. But the problem/error-message is still the same:

judoe007_0-1650479851620.png

Is in the Sharepoint ApprovalMatrix anything what is important, for example the file-type?

Rhiassuring
Super User
Super User

For my SharePoint list (which I called ApprovalMatrix) in my example I am using a text field called Email ONLY because I have no other users in my tenant. In your scenario, you would use a Person field - and you would look at the "User Email" output from SharePoint.  (It would also show you User Displayname, User Department - but you'd want User Email.

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Anonymous
Not applicable

Thanks again. Now, I changed the Sharepointlist as you write to Person/Group. Now my next problem-message in the power automate in the last point send an email vs:

 

OpenApiOperationParameterTypeConversionFailed. The 'inputs.parameters' of workflow operation 'Send_an_email_(V2)_2' of type 'OpenApiConnection' is not valid. Error details: Input parameter 'emailMessage/To' is required to be of type 'String/email'. The runtime value '"[{\"@odata.type\":\"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser\",\"Claims\":\"i:0#.f|membershipxx@xx.de\",\"DisplayName\":\"XXX\",\"Email\":\"XXX\",\"Picture\":\"https://X.sharepoint.com/sites/TXXXX/_layouts/15/UserPhoto.aspx?Size=L&AccountName=XXX\",\"Department\":\"XXX\",\"JobTitle\":\"XXX\"}]"' to be converted doesn't have the expected format 'string/email'.

Rhiassuring
Super User
Super User

Ah, I'm sorry, Iet's back up a bit.

Put "txtEmail" back into your "To" field on your email -- that's my fault, I forgot what scenario we were looking at. I need to test, I'll be right back.

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Rhiassuring
Super User
Super User

 To summarize, I've added in an intSharePointID variable, and then using a Get Items and Append to String to get the Email claims from each. Your txtEmail will work after this.

Rhiassuring_0-1650488628110.png


The formula for the 'set intSharePointID' variable is:

 

if(variables('booTitleFound'),int(outputs('Get_items')?['body/value'][variables('intIncrement')]?['ID']),0)


Inside the "yes" side of our condition, we are now getting a single item from SharePoint using the int variable, and then we select the "MaintenanceContact Email" in an Append To String against our txtEmail variable. This creates a loop, and adds each one.

 

Rhiassuring_1-1650488729408.png

 

Now you will be able to use txtEmail!

 





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Anonymous
Not applicable

Thank you again.

The "Test" works without an error-message. But I do not get an email.

And I do not know from where is "MaintenanceContact Email".

And I do not understand what is with the "initialize variable intInvcrement" and "Set txtEmail".

judoe007_0-1650522764788.pngjudoe007_1-1650522788727.png

judoe007_4-1650522975964.png

 

 

Anonymous
Not applicable

Can me somebody help please?

Rhiassuring
Super User
Super User

"MaintenanceContact" is my example of a person field. Yours might be just "Contact" or "Person" or whatever else you have named it. That field comes with several automatically created fields: Person DisplayName, Person Department, Person Email, etc. You want to use the one that is like, "Person Email" because it will automatically pull the email from the user account.

Initializing a variable - you always must Initialize a variable before you can set it. So because we can use Increment, we need to initialize it.

Set txtEmail - we aren't using that, we are using Append to String variable. When I give screenshots, the left part before the hyphen is always going to be the original name of the action used in Power Automate.

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Anonymous
Not applicable

Thanks. Now, it works.

This example is a house with around 130 rooms with around 300 persons how get informed.

My question: How Can I set for example 5 cases for every of the 130 rooms.

"Room 1 ... light on"(or off); "Room 2 ... windows open"(or close); "Room 130 ... power off".

Important is, that the rooms and the cases doesen't stand always together, there are other words between this two parts of the Email-subject.

Anonymous
Not applicable

Can anybody help me?

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It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

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