Problem
A user describes the problem:
"At our company, each department has a shared mailbox. They organize this by categorizing incoming mail with the name of the employee who will deal with it. After reading and answering, the mail will be put in the archive.
Problem is when a specific mail is replied to, we need to categorize it one more time-wasting time on determining who is dealing with what."
Purpose
The RecategorizeIt flow implements the following scenario: multiple people process emails delivered to the shared mailbox. A manager assigns each new message to a team member by applying a category. After that, each subsequent incoming message in the thread is categorized automatically by the flow.
For example, suppose a new invoice from a customer ("FIRST EMAIL" below) is delivered to the shared mailbox at 9:31 AM. A manager assigns this invoice to John Doe manually by setting the "JohnDoe" category at 9:35 AM. John Doe replies to the customer at 9:41 AM, and the customer then replies twice ("2ND EMAIL" and "3RD EMAIL"). These two customer emails are automatically categorized as "JohnDoe" by the flow.
The application consists of two flows: RecategorizeIt and RecategorizeScheduled.
Current version: 1.0.6
Installation
Let us assume your shared mailbox is "info@contoso.com".
- The flow uses the "Office 365 Outlook" and "Office 365 Users" connections. When importing the flow, use your existing connections or create new ones.
- Using the user account that has full access to the shared mailbox "info@contoso.com" and the right to send as "info@contoso.com", open Power Automate and import "RecategorizeIt6.zip" as a new flow, following the Power Automate documentation.
- In the trigger, enter the UPN of your shared mailbox in the "Original Mailbox Address" field and select "Inbox" in the "Folder" field. Then click the three dots, select "Settings", and set "Split On" to "Off". Save the flow.
- Turn on the flow.
Testing
- Send a test message to the shared mailbox from an external address. Open Outlook, navigate to the Inbox of the shared mailbox, and categorize this test message with the "JohnDoe" category.
- Click Reply and send the reply message.
- Reply to that message from the external address.
- Note that the second email is categorized automatically. Also note that a special subfolder, RecategorizeIt, has been created under Inbox by the flow. Do not delete it.
Warning
After purchase
You will receive a download link for the ZIP file. Import it into your flows list as described in the Installation section.
Pricing and Licensing
Payments are processed by PayPro Global. For payment-related support, contact PayPro Global Customer Support.
