Power Automate / Flow - Flow - Automatically save all email attachments sent to your inbox Use Case

In this video, you will learn how to automate the process of saving email attachments to your inbox using Microsoft Flow.
The video covers the steps to create a workflow that saves all attachments from emails with the keywords "purchase orders" in the subject field to a selected SharePoint list.
This will help you save time and increase efficiency by ensuring that all purchase orders are saved in the proper location, even when you are out of the office.
By following the instructions in the video, you can easily set up an automated system that copies email attachments meeting the specified criteria to the assigned folder.
This tutorial is a valuable resource for anyone looking to streamline their email management process.

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Power Automate / Flow

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Power Automate / Flow

Flow - Have new files approved prior to moving them to a dedicated folder
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Objectifs :

This video aims to teach viewers how to automate the process of saving purchase orders from emails to a SharePoint list using Microsoft Flow, thereby increasing efficiency and ensuring accessibility.

Chapitres :

Introduction
In today's fast-paced work environment, managing purchase orders efficiently is crucial. This video addresses the challenge of handling numerous purchase orders received daily in your inbox. The goal is to create a systematic approach that allows for 24/7 access to these orders from anywhere.
The Need for Automation
Every day, you receive a multitude of purchase orders via email. Manually saving these orders can be time-consuming and prone to errors, especially when you are out of the office. Automating this process not only saves time but also ensures that all purchase orders are stored in the correct location.
Creating an Automated Workflow with Microsoft Flow
To streamline the process, we will create an automated workflow using Microsoft Flow. This workflow will automatically save email attachments that contain the keywords 'purchase orders' in the subject line to a designated SharePoint list.
Step-by-Step Guide to Setting Up the Workflow
Follow these steps to create your automated workflow: 1. **Access Microsoft Flow**: Go to the Office 365 site and click on the Flow application icon. 2. **Create a New Flow**: Click on the 'Create from blank' button. 3. **Set the Trigger**: Choose the trigger 'When a new email arrives'. This will open a dialog box for defining the trigger operation. 4. **Configure Advanced Options**: Click on 'Show advanced options' and set the following: - **Folder**: Select 'Inbox'. - **Has Attachment**: Set to 'Yes'. - **Subject Filter**: Enter the keywords 'Purchase order'. 5. **Add a New Step**: Click on the 'New step' button. 6. **Select SharePoint**: Choose the SharePoint icon and add the action 'Create file'. 7. **Specify File Saving Location**: Define the following: - **Site Address**: Select your SharePoint site. - **Folder Path**: Specify the folder where files will be saved. - **File Name**: Select 'Attachments Name'. - **File Content**: Choose 'Attachments Content'. 8. **Save the Workflow**: Finally, press the 'Save' button to activate your workflow.
Conclusion
By following these steps, you have successfully created a workflow that automates the saving of purchase orders from your emails. This not only reduces the time spent on manual tasks but also ensures that all relevant documents are stored correctly and can be accessed anytime, anywhere. Embracing automation tools like Microsoft Flow can significantly enhance your productivity and efficiency in managing purchase orders.

FAQ :

What is the purpose of using Microsoft Flow?

Microsoft Flow is used to automate repetitive tasks and processes, saving time and increasing efficiency by allowing users to create workflows that connect different applications and services.

How can I ensure all purchase orders are saved properly?

By creating an automated workflow in Microsoft Flow that saves email attachments with specific keywords in the subject line to a designated SharePoint folder, you can ensure that all purchase orders are saved correctly.

What are the benefits of automating email attachments?

Automating the saving of email attachments reduces manual work, minimizes the risk of errors, ensures timely access to important documents, and allows for 24/7 access from anywhere.

Can I customize the workflow in Microsoft Flow?

Yes, Microsoft Flow allows users to customize workflows by defining triggers, actions, and conditions based on their specific needs and preferences.

What should I do if I encounter issues with my workflow?

If you encounter issues with your workflow, check the trigger settings, ensure that the email criteria are correctly defined, and verify that the SharePoint folder path is accurate. You can also consult Microsoft’s support resources for troubleshooting.

Quelques cas d'usages :

Automating Purchase Order Management

In a procurement department, automating the saving of purchase orders from emails to a SharePoint list can streamline the process, allowing team members to access documents quickly and efficiently, even when working remotely.

Improving Document Accessibility

A sales team can use Microsoft Flow to automatically save customer order confirmations received via email to a shared SharePoint folder, ensuring that all team members have access to the latest documents at any time.

Enhancing Compliance and Record Keeping

By automating the saving of important documents like purchase orders, organizations can improve compliance with record-keeping regulations, ensuring that all necessary documents are stored in a secure and accessible manner.

Reducing Manual Data Entry

In a finance department, automating the process of saving invoice attachments from emails to a designated folder can significantly reduce manual data entry, allowing staff to focus on more strategic tasks.

Streamlining Team Collaboration

Using Microsoft Flow to automate the saving of project-related emails and attachments to a SharePoint site can enhance collaboration among team members, ensuring everyone has access to the latest information and documents.

Glossaire :

Purchase Order

A purchase order is a document sent from a buyer to a seller, indicating the details of products or services requested, including quantities and agreed prices.

Microsoft Flow

Microsoft Flow, now known as Power Automate, is a cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, and collect data.

SharePoint

SharePoint is a web-based collaboration platform from Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Trigger

In the context of workflows, a trigger is an event that starts the execution of a workflow. For example, receiving a new email can be a trigger for an automated process.

Attachment

An attachment is a file that is sent along with an email. It can be documents, images, or any other type of file.

Workflow

A workflow is a sequence of processes through which a piece of work passes from initiation to completion. In automation, it refers to the automated steps taken to complete a task.

00:00:09

You must systematically save them and make them available to your associates with a 24/7 access from anywhere.

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How to save time and increase efficiency?

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How to ensure all purchase orders are saved in the proper location when I am out of office?

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To solve this problem, I'm going to create an automated workflow with Microsoft Flow.

00:00:33

I will design the following logic:

00:00:35

All attachments from emails with the keywords "purchase orders" in the Subject field are to be saved automatically to a selected SharePoint list.

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To do this, I go to the Office 365 site and then click on the icon for the application Flow.

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I click on the Create from blank button.

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Then on the trigger When a new email arrives.

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This opens a new dialog box where I can define the trigger operation.

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I click on the Show advanced options drop-down list and select the settings I want:

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- The name of the Folder where I get emails: “Inbox”

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- If it Has Attachment: “Yes”

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- And type in the Subject Filter field the keywords: “Purchase order”.

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Next, I press the + New step button to create a new step.

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Here, I select the Sharepoint icon;

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I then add the action: Create file icon.

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I then specify where I want my files saved:

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- Select the Site Address

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- Define the Folder Path

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- Under the File Name field, select "Attachments Name"

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- Under the File Content field, choose "Attachments Content"

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Finally, press the Save button to activate the workflow.

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From now on, all email attachments in compliance with the stated criteria are automatically and autonomously copied in the assigned folder.

00:02:20

Starting from a blank slate, we learned how to create a workflow that automates a time-consuming task.

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