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RecategorizeIt Flow for Office 365
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Updated:
15 January 2025

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 using a category. After that, each new incoming message of the thread will be categorized automatically by the flow.

Let us 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 replied to the customer at 9:41 AM, and then the customer replied 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".

  1. Using the user account that has full access to the shared mailbox "info@contoso.com' open Power Automate and import the "RecategorizeIt6.zip" as a new flow, following the Power Automate documentation.
    Importing the flow ZIP file into Power Automate
  2. The flow uses two connections: "Office 365 Outlook" and "Office 365 Users". Select your existing connections or create new ones.
    Selecting Office 365 Outlook and Office 365 Users connections
  3. Enter the UPN of your shared mailbox in the "Original Mailbox Address" field. Select "Inbox" in the "Folder" field. Click the three dots, then select "Settings". Set the "Split On" to "Off". Save the flow.
    Setting the shared mailbox address and Split On option in the trigger
  4. Turn on the "RecategorizeIt6" flow.
    Turn on the
  5. Import the RecategorizeScheduled6.zip file. This flow also uses "Office 365 Outlook" and "Office 365 Users" connections. Select your existing connections. In the trigger, set the interval to 10 minutes (you can change it later). In the "Compose SharedMailboxEmail (parameter)", enter the UPN of your shared mailbox. Save the flow.
  6. Turn on the "RecategorizeScheduled6" flow.

Testing

  1. Send a test message from an external address to the shared mailbox. Open Outlook, navigate to the Inbox of the shared mailbox and categorize this test message with the "JohnDoe" category.
    Categorizing a test message with the JohnDoe category in Outlook
  2. Click Reply and send the reply message.
  3. Reply to that message from the external address.
    Replying to the test message from an external address
  4. Note that the delivered second email is categorized automatically. Also note that a special subfolder, RecategorizeIt, has been created under Inbox by the flow. Do not delete it.
    Second email automatically categorized and RecategorizeIt subfolder created


Warning

We do not offer a demo version; however, we offer a full money-back guarantee. If you are not satisfied, please contact us to request a full refund. Upon receiving a refund, you must delete the flow.

What you get 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

Licensing policy: The product is licensed per shared mailbox.
Payments are processed by PayPro Global. For payment-related support, contact PayPro Global Customer Support.
License type
Price per unit
PayPro Global logo
Single license
$49.00
Order via PayPro Global  ORDER