Communications Register

Question

I am seeking to create a communications register between a client and our company.  On my side I'm seeking for a register to be created where I can allocate to a user, identify if a response is required, track if a response has been provided.  Both our client and company have a designated email to facilitate this process.  I wanting to not use excel and perhaps leverage functionality with sharepoint / office 365.  This would be an internal document on our side and essentially allowing email to populate a list or similar where meta data can be applied to trigger workflow.

Answer 1

Dear Andrew,

Thanks for your updates here.

Based on your description, it seems that you want to record your emails from an external user in SharePoint Online and then save the attachments of the emails as well. If yes, as the workflow in SharePoint Online is being retired, I suggest you use several flows to meet your requirements.

To make the flow identify the emails from the external user, I suggest you first add the external user in the Azure AD portal via the steps in the article.

Then create a flow like the following to convert the email content to PDF files for you to check in a site library in SharePoint Online. Type the external user's email in the From field.

For email attachments, create a folder in the site library to save the email attachments directly and use the Save email attachments to SharePoint site library template to create the flow.

 

Now you will see the emails from that external user will be converted to PDF files in the Email Center library and you can see the email detailed information as follows when you open the PDF files.

 

If you want to show the received time, you can change the flow's File Name to Received Time.pdf.

 

For recording the emails responded to the external user by you, you can create a similar flow as well.

Best Regards,

Cliff

Answer 2

Dear Andrew,

Have you tried the suggestions above? Welcome to share any updates when you have time if you need further help on this issue.

Best Regards,

Cliff

Answer 3

Essentially today we receive an email from a client, record it into an excel register with info like date received, reference number etc, save down the email / file and then do the opposite when responding. 

i’d like to see if there is a smarter way using Sharepoint lists or similar to create a register or the interface between outlook at SP.

Answer 4

Hi Andrew Youngman,

Any update will be highly appreciated.

Regards,

Joey

Answer 5

Hi Andrew Youngman,

Good day to you.

From your description, could you tell a little more about "communications register"? Is it a place of recording or assign account? It would be great if you can give an example. We're glad to check if there is any workaround after understood your requirement. 

Looking forward to your update, we'll always be here for you. 

Regards,

Joey