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Home › SharePoint › Power Automate › Email Automation
Power Automate · Email

Emails filed in SharePoint
automatically

We build Power Automate flows that capture emails from shared mailboxes into SharePoint — enriched with case reference, client name, document type, and date metadata. No manual filing. No missed emails. No lost context.

Book Free Consultation → How It Works ↓
✓Built and live in a forensic practice
✓Two-stage filing with reference matching
✓Internet Message ID tracking
Email Automation Outputs
Email captured to SharePoint✓
Subject / sender / date extracted✓
Quote / case reference matched✓
Moved to correct case folder✓
Metadata enriched on filing✓
Tracked after folder moves✓
How It Works

The two-stage email filing process

We designed and built this for a forensic practice. Here's exactly how it works — the same architecture we'll adapt for your business.

1
Email Arrives in Shared Mailbox
A Power Automate flow monitors the shared mailbox continuously. When an email arrives, it's captured automatically — subject, sender, recipients, received date, and body.
2
Internet Message ID Assigned
The email's Internet Message ID is captured and stored. This unique identifier allows us to track and retrieve the email even after it's been moved between Outlook folders — critical for the two-stage process.
3
Email Lands in Filing Review
The captured email appears in a SharePoint Email Filing Review list. A staff member can see it, confirm the quote or case reference, and trigger filing — or the flow does it automatically when a reference number is found in the subject line.
4
Reference Matched & Enriched
Stage one: Quote Reference matched against the Leads Data list. Stage two: Case Reference matched against the Case Register. The email is enriched with Client Name, Instruction Type, and Case Status metadata from the matched record.
5
Filed to Correct Case Folder
The enriched email — with all its metadata — is moved to the correct subfolder within Active Case Files. The flow confirms filing, updates the Email Filing Review record, and the email is accessible in SharePoint with full context.
Use Cases

Who this is built for

Any business that receives significant email volume into a shared mailbox and needs those emails accessible and findable in SharePoint alongside the relevant documents.

⚖️
Legal Practices
Client and matter correspondence filed automatically against the right matter in SharePoint. No manual filing. Emails available to anyone with access to the matter — no email forwarding chains.
🔬
Forensic & Expert Witness Practices
Instruction emails, expert reports, and correspondence matched to the correct case by quote or case reference. Exactly as we've built and deployed in production.
💼
Financial Services & IFAs
Client correspondence, suitability review emails, and compliance communications filed against the correct client record — with metadata for regulatory retention periods.

Stop filing emails manually

Tell us about your shared mailbox, your filing structure, and the references you use. We'll design the flow and show you exactly how it would work.

30 minutes · Free · No obligation

Book Free Consultation → info@srx-it.co.uk