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MarcusD1
Helper I
Helper I

"When a new email arrives" = unnecessary system strain?

I'm a fairly new user of PA, but have set up a ton of flows to help manage my email inbox. I receive dozens of emails a day with attachments, all of which need to have something done with them (i.e. saved to a Sharepoint site, forwarded on, opened and reviewed, etc.). So far, I've structured almost all my flows to use the "When a new email arrives" trigger. However, since most of the emails I'm dealing with come in on a predictable schedule, I'm wondering if I should instead set the trigger as a "recurrence" - i.e. "run this flow once per day at a set time." How much strain / processing work is generated by a ton of flows that trigger every time a new email comes in - even just to assess if it meets the subsequent criteria for further processing - when really I only need to trigger a given flow maybe once or twice a day?

 

What if the flows I've created started being used for similar purposes by say... 100 more people in my organization for their own inboxes?

 

 

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Expiscornovus
Dual Super User
Dual Super User

Hi @MarcusD1,

 

What are the subsequent criteria you are using? It might be possible to move those from a condition action to an expression in the trigger condition section of your when a new email arrives trigger action.

 

This way your flow will only be triggered/run whenever it is meeting those criteria. This will save you a lot of flow runs as well.

 

Have a look at this nice tutorial about trigger conditions by @RezaDorrani and @JonL:

Power Automate Tutorial - Intro to Trigger Conditions, https://www.youtube.com/watch?v=V_Bl5kRyHmk

 

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3 REPLIES 3
Expiscornovus
Dual Super User
Dual Super User

Hi @MarcusD1,

 

What are the subsequent criteria you are using? It might be possible to move those from a condition action to an expression in the trigger condition section of your when a new email arrives trigger action.

 

This way your flow will only be triggered/run whenever it is meeting those criteria. This will save you a lot of flow runs as well.

 

Have a look at this nice tutorial about trigger conditions by @RezaDorrani and @JonL:

Power Automate Tutorial - Intro to Trigger Conditions, https://www.youtube.com/watch?v=V_Bl5kRyHmk

 

MarcusD1
Helper I
Helper I

Thank you @Expiscornovus - that video was indeed helpful, especially the part where they talk about an automated trigger as "listening" for a condition (or set of conditions); but the flow doesn't actually trigger until those conditions are met. What I derived from it is that as long as I utilize the filter fields appropriately in the "when a new email arrives" trigger, I'm not really generating any undue system strain. Appreciate the reference.


@MarcusD1 wrote:

What I derived from it is that as long as I utilize the filter fields appropriately in the "when a new email arrives" trigger, I'm not really generating any undue system strain. 


Yes, that is correct 🙂

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