cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
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

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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?

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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.


______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



Anonymous
Not applicable

Thank you. Could you Show What you mean please?

Rhiassuring
Super User
Super User

Rhiassuring_0-1650473694103.png

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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.

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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.

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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!

 





______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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.

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



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?

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (5,969)