Logic Apps: How to Save File from Email onto SharePoint – A Step-by-Step Guide

Are you tired of manually saving files from emails to SharePoint? Do you want to automate this process and free up more time for important tasks? Look no further! In this article, we’ll show you how to use Logic Apps to save files from emails directly to SharePoint. It’s easier than you think, and we’ll guide you through every step of the way.

What You’ll Need

To get started, you’ll need the following:

• A Microsoft Azure account (if you don’t have one, sign up for a free trial)
• A SharePoint site with the necessary permissions
• An email account (Office 365 or any other email provider)
• Logic Apps (you can create a new logic app or use an existing one)

Step 1: Create a New Logic App

Log in to your Azure account and navigate to the Logic Apps dashboard. Click on “Create a logic app” and give your app a name (e.g., “Save Email File to SharePoint”). Choose a subscription, resource group, and location, and then click “Create.”

{
  "name": "Save Email File to SharePoint",
  "type": "Microsoft.Logic/workflows",
  ...
}

Step 2: Add a Trigger

In the Logic Apps designer, click on “Add a trigger” and search for “Office 365 Outlook.” Select the “When a new email arrives” trigger and sign in to your email account to authenticate.

Configure the trigger to fetch emails from a specific inbox or folder. You can also set up filters to only trigger the workflow when an email contains a specific subject or attachment.

{
  "type": "Request",
  "kind": "Http",
  "inputs": {
    "method": "GET",
    "uri": "https://graph.microsoft.com/v1.0/me/mailFolders/{folderId}/messages",
    "headers": {
      "Authorization": "Bearer @{BODY['token']}"
    }
  }
}

Step 3: Add an Action

Click on “Add an action” and search for “SharePoint.” Select the “Create file” action and sign in to your SharePoint account to authenticate.

Configure the action to create a new file in a specific SharePoint library or folder. You can also specify the file name, content type, and other metadata.

{
  "type": "ApiConnection",
  "api": {
    "id": "/subscriptions/{subscriptionId}/providers/Microsoft.Web/locations/{location}/apiManagementAccounts/{apiManagementAccount}/api"
  },
  "inputs": {
    "body": "@{body('Get_email')?.Body}",
    "headers": {
      "Content-Type": "application/octet-stream"
    },
    "uri": "https://{siteUrl}/_api/web/AddUrl(webUrl=/sites/{siteName}/Shared Documents,url=@{body('Get_email')?.Attachments[0]?.Name})"
  }
}

Step 4: Add a Condition

Click on “Add a condition” to check if the email has an attachment. You can use the “Has attachment” condition to check if the email contains at least one attachment.

{
  "type": "Condition",
  "expression": {
    "and": [
      {
        "equals": [
          "@{body('Get_email')?.Attachments.Length}",
          1
        ]
      }
    ]
  }
}

Step 5: Add a For Each Loop

If the email has multiple attachments, you’ll need to use a “For each” loop to iterate through each attachment and save it to SharePoint. Click on “Add a for each” and select the “Attachments” array.

{
  "type": "Foreach",
  "foreach": "@body('Get_email')?.Attachments",
  "actions": {
    "Create_file": {
      "type": "ApiConnection",
      "api": {
        "id": "/subscriptions/{subscriptionId}/providers/Microsoft.Web/locations/{location}/apiManagementAccounts/{apiManagementAccount}/api"
      },
      "inputs": {
        "body": "@item()",
        "headers": {
          "Content-Type": "application/octet-stream"
        },
        "uri": "https://{siteUrl}/_api/web/AddUrl(webUrl=/sites/{siteName}/Shared Documents,url=@item().Name)"
      }
    }
  }
}

Step 6: Save and Test Your Logic App

Click “Save” to save your Logic App. You can then test your app by sending an email with an attachment to the specified inbox or folder.

Monitor the Logic Apps dashboard to see if the workflow is triggered successfully and the file is saved to SharePoint. If you encounter any errors, check the error messages and debug your app accordingly.

Best Practices and Troubleshooting Tips

To ensure your Logic App runs smoothly, follow these best practices and troubleshooting tips:

• Use specific folders and inboxes to trigger the workflow, rather than checking the entire inbox.
• Use filters to only trigger the workflow when an email contains a specific subject or attachment.
• Test your app with different email scenarios and attachment types.
• Monitor your app’s performance and adjust the trigger frequency or concurrency settings as needed.
• Check the SharePoint file size limits and adjust your app accordingly.

Error Message	Solution
“Authentication failed”	Check your email and SharePoint credentials, and ensure you have the necessary permissions.
“File already exists”	Check your SharePoint file naming conventions and adjust your app to append a unique identifier to the file name.
“Attachment is too large”	Check your SharePoint file size limits and adjust your app to split large attachments into smaller chunks.

Conclusion

And that’s it! With these simple steps, you’ve automated the process of saving files from emails to SharePoint using Logic Apps. You’ve also learned some best practices and troubleshooting tips to ensure your app runs smoothly.

Logic Apps is a powerful tool that can help you automate countless workflows and tasks. By following this tutorial, you’ve taken the first step in harnessing the power of Logic Apps to streamline your business processes.

So, what are you waiting for? Start creating your own Logic Apps today and see the benefits for yourself!

Happy automating!

Frequently Asked Question

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