Faculty, staff, and students can utilize Power Automate in order to save incoming email attachments to their SharePoint site. Power Automate is a Microsoft application just like SharePoint and OneDrive.
What will this automation do?
With Power Automate, every automation if completely customizable. Following this guide, you will create an automation that
Saves the attachment of an incoming email from your department printer/scanner unit into a SharePoint site.
Deletes the email (sends to the Trash folder).
Creating the automation
Navigate to s.uconn.edu/powerautomate
Sign in with your Email address and NetID password if asked.
Click on Templates in the left-hand menu.
Search for “save email to sharepoint”
You will see some completed automations created by community members. You choose one that sounds good to you. For this guide, choose Save email attachments to SharePoint and delete the email.
Be sure that Power Automate recognizes your accounts by displaying your email address for the two flow connectors.
Click Continue.
The top box of 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.
Click on the folder icon to view your inbox folder.Choose your Inbox then click on Show advanced options.
This is where you will need to get specific so that this automation only triggers on emails from your network printer.
You may want to perform a test scan and send it to your email to get the following information.
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.
You may want to create a new Subject that is used only when scanning something that you want saved in your SharePoint. Otherwise, if you enter your printer/scanner’s default Subject into this automation, every time you receive an email from this printer/scanner, the automation will trigger.
In the Only with Attachments field, select Yes.
This next box is one of the “Action” boxes.
The first option already has “Attachments” filled in thanks to this template you are using. Otherwise, you can type in “Attachments”.In the Create file tool box,
You may click on the Site Address field to see a list of your SharePoint sites, but you may find it easier to open a new browser tab, and navigate to s.uconn.edu/sharepoint and visit your SharePoint site there. Then simply copy the URL from the address bar and paste it into the Site Address field in the Power Automation setup.
Once you have the SharePoint site field filled in, you may choose the folder in which you want the file to be deposited.
You may want to make this folder a general repository for scanned files. That is, use this folder only for files received from the scanner.
Otherwise, you will need to edit this automation every time you wish to change the save location.Click on the folder icon and then choose the arrow next to Shared Documents to open that location.
Then continue until you find your desired folder and this time click on the folder name to choose it from the list.
The next two fields, File Name and File Content you will see preset values.
The File Name field contains a function that pulls the name of the email attachment and keeps that as the file name.
You may keep this or change it.Leave the File Content field as it is.
If these two presets are not present, you may copy-paste the following into the fields:
items('Apply_to_each_Attachment_on_the_email')?['name']items('Apply_to_each_Attachment_on_the_email')?['contentBytes']
The last box on this page is another Action that deletes the email from you inbox.
Leave this box as is.
If the preset is not present, you may copy-paste the following into the field:
triggerOutputs()?['body/id']
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.