Best way to create correspondence log

Question

My company has the need to give visibility on any number of important emails that come in during a given day. A while back we started saving those emails in a SharePoint library and then I used a Nintex to write a workflow that runs every night. That workflow pulls custom metadata from the SharePoint library and then compiles it and links to the documents in one email which is sent to people. The problem is that we are getting more emails to log every day and it is becoming a burden for the admin staff. I've now been tasked with a way to improve the process. I've found add ins for Outlook that seem to streamline the uploading of emails to SharePoint, but I don't know if I am missing out on something or if I should be looking in a different direction altogether. We are open to both purchasing software or building simple applications to do the work.

I'm hoping that someone has thoughts on this.

Answer 1

Hi @AAK1 ,

I looked carefully at your needs, but this question is about Nintex. Since Nintex is a third-party tool, it is not in the scope of our forum, I suggest you go to Nintex support for help.

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Answer 2

Hi @AAK1 ,

Sorry for misunderstanding you at the beginning. As far as I understand your ultimate goal is to reduce email reminders, right? You could reduce it by doing a combination of emails, e.g. send one email per day. Here are two ideals I provide for your reference.
1.You could change the settings to alter, and choose to send a daily summary when sending emails. Because the content of the alter reminder is limited, if the relevant change reminder does not meet your needs, you can refer to the second.

2.You could try to achieve this through flow, and send a Daily summary email once a day at a specific time through flow. Because flow needs to extract custom metadata, you can create a Y/N type isEmail column to determine whether some of the obtained emails have been sent. If the email has been sent, change the isEmail column option. The integrated email sent each time contains all the emails of the day. It is necessary to add a body similar to html format in the flow step to perform the integration of the emails.
For specific operations, please refer to the following article: Daily summary email from SharePoint with choice field

If you have some unclear points in the process of creating a flow, it is recommended that you go to the Power Automate Community for more professional help.

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Answer 3

hi @Xuyan Ding - MSFT ,

Thanks. Number 2 is what we are currently doing and something that I am interested in replicating in Power Automate or something similar, but the issue is that we have to assign a lot of metadata. We are looking for ways to streamline that since there are a lot of items that get uploaded every day and the current way is taking a lot of time.