Forward email to rotating recipients (based on a list) to allow workbalancing

[Anonymous]

Hi

I need a Flow to do the following:

1. Email comes in

2. Forward the email with all attchments to recpients changing as set out below (for illustration purposes)

     a. First email goes to a@company.com
     b. Second email goes to b@company.com
     c. Third email goes to c@company
      (...... further like the above...)

      d. 30th email goes to a@company.com (so, this is the second email to that adress)

      e. 31st email goes to b@company.co (so, this is the second email to that adress)
      d. 32st email goes to c@company.com ....

      (.... repeats again every 30 emails starting with a)

AIM is to have a simple workload balancing solution, so emails coming are distrubiting to a rotating, repeating set of people for handling.

Ideally, this would be work from an Excel sheet, so that one could assign different workload to different recipients (e.g. by making the order a,b,c,d,a,b,a,d,e[repeat at beginning], which meant a,b were doing more than the others)

I "only" need a clever idea how to:

   1. Pull the email from an email sheet AND

    2. Mark which one was used before, so the next one is used for the next round (so, store the status inbetween flows) , and
    3. have a method to "cycle back to one" if the list of adresses is completed.

THX!

Nico

Regards

Nico

[v-yamao-msft]

Hi @Anonymous ,

I am afraid that your scenario could not be easily achieved using Flow. However, if you are familiar with Custom APIs, please consider registering a custom connector in Flow.

More details about custom connectors, please check the following doc at here:

https://docs.microsoft.com/en-us/flow/developer/register-custom-api

Best regards,

Mabel

[MartinChernacov]

Forward emails in a rotation to a group of recipients to allow work balancing or even distribution. 

Here's a simple Outlook VBA macro to forward emails in a rotation to 4 people. Please follow the instructions below:

1. Open Outlook and press "Alt + F11" to open the VBA editor.
2. In the VBA editor, expand the "Microsoft Outlook Objects" folder and double-click on "ThisOutlookSession" to open the code window for the Outlook session.
3. Paste the code below into the code window.
4. Change the email addresses to the actual emails you want to forward to in the Array.
5. Adjust the number (Mod) to the correct number of emails in the array, currently set to 4.
6. After pasting the code, save the macro and close the VBA editor.
7. Restart Outlook for the macro to take effect.

With this simple macro, incoming emails will be forwarded in a rotation to the 4 specified email addresses. The rotation starts from the first address in the array and moves sequentially.

Please note that this macro assumes there are no specific conditions or filters for forwarding emails. It forwards all incoming emails to the rotation recipients.

Copy and paste as indicated the following code: 

----

Private WithEvents inboxItems As Outlook.Items

Private currentIndex As Integer

Private Sub Application_Startup()

    Dim outlookApp As Outlook.Application

    Dim objectNS As Outlook.NameSpace

    Dim inboxFolder As Outlook.MAPIFolder

    Set outlookApp = Outlook.Application

    Set objectNS = outlookApp.GetNamespace("MAPI")

    Set inboxFolder = objectNS.GetDefaultFolder(olFolderInbox)

    Set inboxItems = inboxFolder.Items

    currentIndex = 0

End Sub

Private Sub inboxItems_ItemAdd(ByVal Item As Object)

    Dim forwardEmail As Outlook.MailItem

    Dim rotationEmails As Variant

    ' Define the rotation email addresses

    rotationEmails = Array("email1@domain.com", "email2@domain.com", "email3@domain.com", "email4@domain.com")

    Set forwardEmail = Item.Forward

    forwardEmail.Recipients.Add rotationEmails(currentIndex)

    forwardEmail.Send

    ' adjust the rotation index – change the Mod number to the number of emails in the rotation

    currentIndex = (currentIndex + 1) Mod 4

End Sub

----

[VictorIvanidze]

Have a look at this: https://www.ivasoft.com/roundrobinsharedflow.shtml