Studio Web now allows you to create event based automations with its built-in triggers. The use case below is an example of how you can use them
Alejandra works in the HR team, and her job is to ensure that received job applications are stored in cloud right away, once received.
She checks her email inbox a few times per day for new job applications and for each new email with a PDF attachments and a specific subject, she has to upload the attached files to OneDrive.
This can now be automated so that emails are processed immediately when received. In order to do so, we’ll follow the steps below.
Here, we will create a new project with an event based trigger. This will allow us to easily configure the conditions to start the automation directly in Studio Web.
Note how the New Email Received activity is automatically placed at the start of the workflow when you create an Event based automation.
With the new functionality, we can now configure a few extra filters to make sure that the emails that will trigger the automation are the ones we want. In this specific case, we will make sure that our emails that will start the automation are:
- in the Inbox folder
- have an attachment
- have ID15 in the subject of the email
Now, we will download the attachments from the target email. To do so, we will use the Download Email Attachments activity and add an additional filter to it to only download the PDF files:
After we got all the attachments, we will now use the Office 365 Upload Files activity to upload them to our target folder:
And lastly, we will archive the original email with the Archive Email activity:
To start monitoring our email Inbox, we now have to publish our process. The process will now begin to monitor our mailbox for new emails that match the condition and will then download and upload the attachments for us:
The default polling time for triggers is 5 minutes. It can be manually configured (per connection) to as low as 1 minute.