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Conduct a scan from your networked scanner and send it to your UConn email address as you normally would. This will give you information you will use in a later step.
To use the template for this automation, click on this file to download:
. Do not unzip this file.View file name UConnSaveAttachmenttoSharePoint.zip Navigate to s.uconn.edu/powerautomate
Sign in with your Email address and NetID password if asked.
Click on My flows and then Import. Choose Import Package and upload the
.zipfile that you downloaded in Step 2.
Be sure that Power Automate recognizes your accounts by displaying your email address for the two flow connectors.
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Once the file uploads, click on the two Select during import links on the Related Resources box. Choose your own email address.
Click on Import.
Once the import has finished, at the top of the page you will see the confirmation. Click on the Open flow link to view the automation.
You are now need to complete a couple edits to the automation.
Trigger
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You must be specific in defining your trigger so that the automation only runs on the intended emails. If there is concern, you may remove the Deletion action that follows. |
The top box on this new page is the “Trigger”. This is the action that triggers the automation. For this guide, the trigger is receiving a specific email in your personal inbox.
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Click on the
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When a new email arrives box to expand it.
Although the first field already says “Inbox”, you need to confirm it is connecting to your inbox (because you imported this flow from a file) by re-selecting Inbox.
Click on the folder icon to open a popup menu. Then click on the text that says Inbox.
Next, click on Show advanced options. The following steps are important.
This is where you will need to
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be specific so that this automation only triggers on emails from your network scanner.
Using the information you gathered from your test:
In the From field, enter the address that your printer/scanner unit sends you emails from.
In the Include Attachments field, select Yes.
In the Subject filter field, enter the Subject that your printer/scanner generates. See Note below.
In the Only with Attachments field, select Yes.
Pictured below is an example setup using the scanner in the Technology Support Center:
You will likely want to use a unique Subject for this email. The Subject line will dictate whether your a scan from the scanner will follow this automation or not. The default Subject line from the printer scanner will likely resemble: “Scanned from a Xerox Multifunction Printer”.
Depending on which process you perform more often, you will need to choose whether the Printer’s scanner’s default Subject should trigger the automation or notif a non-standard subject should. If you’re more likely to need this automation, then the default Subject should trigger the automation. Then when it comes time to scan something that should not go through this automation, you will change the Subject line to anything other than the default.
If you’re more likely to not need the automation, then the opposite is true.
Action 1
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The next main box is
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In the Create file box,
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the first Action that the automation takes. This 1st Action requires some configuring from you.
Click on the text Apply to each Attachment on the email to expand the box. Then click on Create file to expand that box.
Click on the Site Address field to see a list of your SharePoint sites
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Note: If you do not see your site, you may open a new browser tab and navigate to s.uconn.edu/sharepoint to visit your SharePoint site there. Then simply copy the URL from the address bar and paste it into
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this field.
Once you have the SharePoint site field filled in, you
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need to choose the folder in which you want the
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scans to be deposited.
This folder will be the repository for all of your scans.
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Like you did with Inbox above, click on the folder icon and then choose the arrow next to Shared Documents to open that location.
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Clicking on the folder name
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will select that folder while clicking on the arrow will open the folder.
The next two fields, File Name and File Content should be left as-is.
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he File Name field contains a function that pulls the name of the email attachment and keeps that as the file name.
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Action 2
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You can remove this Action if you do not want the email to be automatically deleted. |
The
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email from your
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scanner will be automatically deleted at the end of the automation.
Leave this box as is unless you would like to remove this action. If you decide to keep this action, do not alter the settings to ensure the correct email is deleted.
If you want to remove this action, click on the ellipsis and then choose Delete to remove this action.
Save and test the automation
Click Save to save this automation. It will take a few moments to save.
You will receive the following message when it has completed: Your flow is ready to go. We recommend you test it.
Click on the arrow at the top to leave the Editor. The automation is now complete and will run until it is disabled, or you leave the university.
Click Turn on in the top menu bar to enable the automation.
Go to your scanner and conduct a scan that will meet your triggers criteria.
Wait a few minutes for the automation to complete. You may click the refresh button periodically to see the results of the automation.
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If you have Outlook open, you will see the email from the scanner appear. This email will disappear when the automation finishes if you kept the Deletion Action in the automation. |
Optional: Set Computer to Automatically Download Scans
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These steps are assuming that this folder is simply the repository of the scans, and the scans will be moved from this folder and distributed to other folders.
Using a function of the OneDrive App, you can set your computer to automatically download this SharePoint file scan to your computer. This The only purpose of following these steps is it may save you a few couple seconds for each scan.
Open File Explorer (Windows) or Finder (macOS).
Click on [Your Name] - University of Connecticut in the lefthand menu to open your OneDrive.
Open your SharePoint files and navigate to the folder that is receiving the scans but do not open the folder.
Right-click on the folder and choose Always keep on this device.
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