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Auto-Archive Client Documents for Compliance: Automate Your Business Processes - Ep.6
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Jun 19, 2025
On June 17, join us for the next episode of our new live show ''Automate Your Business Processes' as the hosts, Mahender Pal & Sandeep Mishra, will discuss Auto-Archive Client Documents for Compliance! This Power Automate flow automatically extracts all attachments from incoming Gmail messages and stores them in a specified folder within Google Drive, ensuring seamless organization and accessibility. 📺 CSharp TV - Dev Streaming Destination http://csharp.tv 🌎 C# Corner - Community of Software and Data Developers https://www.c-sharpcorner.com #CSharpTV #csharpcorner #TheCloudShow #CSharp #interview
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0:02
[Music]
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[Music]
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[Music] greetings everyone
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welcome again for the another episode of business application automation
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where we talk about that different use case different scenario how you can automate your business processes
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depending on different different scenarios so on every
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session we take one use case and we define like you know what are the tools and technologies we can use to automate
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uh that particular process okay so we are today back with the another one
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so let me share my screen and here
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okay um I hope uh you can see my screen see can you please yes yes yes okay
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perfect so today uh we are going to talk about that
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uh how we can automate customer document how we can automate the archival of the
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customer document so you know in uh when in every business when we you know work
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with different type of customers we there are many document that we receive from customer and then you know we keep
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track of those uh documents and we put them on a centralized location so this
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is the use case for today that we are going to talk about so we'll start with the basic introduction of our use case
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and then we will discuss that what is potential proposed solution for this uh
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you know use case how we can automate it of course there could be you know different scenarios there could be
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different ways to automate it but from our side that could be the proposed solution that we can use for automating
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that okay so we will discuss about the Gmail connector so we will discuss how
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we can utilize Gmail connector to work with the you know email and get their documents and then we'll discuss about
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the power automate so that we'll be you know working as a workflow engine to you know connect these Gmail documents and
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getting that email and getting that attachment for us and then we will discuss about that excel connector you
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know to uh let's say for example when we are getting some email we have some attachment when we are putting that on
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some location maybe we want to report some details like you know when we received uh this document from which
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customer we received this document so these type of details we can you know store on a centralized uh excel file
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with the details that is required for you know our business and then Google drive and this is another connector that
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we are going to talk about which is basically we are using to you know put our document on a centralized location
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on the Google drive okay and then we'll see demo so we will what are all these
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uh connectors how we can use them so we will see on that uh demo here so before
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jumping on the main topic let's have a quick introduction about ourself so myself Mahinder and I have my friend
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Sundep Misra with me so we both are Microsoft MVP as well as Corner MVP so
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we have been working with you know this Microsoft technology Microsoft ST it's
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more than uh you know 10 years now so we uh uh yeah so that that's a quick
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introduction about ourself so let's jump into our main topic
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yeah so as I said that today use case is that when we are working with uh
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different type of customers and in every project we require a different type of documents right and that sometimes that
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document we are getting from customer over the emails right so they are sending emails and in those emails they
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are attaching those documents which is required for our business okay and
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depending on the different different scenarios different different requirements so it can be that it may be
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that you know for some kind of uh you know audit purpose or there are some compliances that you need to fulfill for
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your company we need to put all these document on a centralized location so we need to do archival of these documents
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and of course when we are putting these document on a specific location we need to make sure that it is not you know
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unnecessary access by everyone okay so for example if uh if I am the account
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manager for particular customer so maybe I just want to make sure that nobody else is able to access those document
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because those document may have some kind of you know uh secured information or maybe there are some financial
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information that is there that I don't want to expose to other users okay the
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other uh members who are working on project so that could be the different requirement
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where we want to you know manage place our customer document securely and in a
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centralized posh place right so it could be different depending on that what type
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of resources you have maybe you want to put it on some server maybe you want to put on some cloud right and in the cloud
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you want to put it on the one drive or you want to put it on the Google drive depending on that if maybe you have some
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other you know Azure location where you want to put these documents okay so
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today we are going to show that how uh when we are using these connectors that
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uh we are you know going to discuss next using these connectors when we are getting that email how we can you know
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fetch that email details how we can extract that you know attachment that is part of the email and then we can place
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them on the s centralized location and how we can fetch the detail that is part of the email okay so these these uh type
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of thing that is the use case for today and of course when we are putting the document on a specific location you want
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to as I said that it should be secure it should be easily accessible so for
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example when we place that document there and later on I want to refer that document so it should be easy for me to
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access that document and refer it whenever I need it for any kind of you know referring any kind of detail that
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is part of that document okay so those type of thing that is basically required
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when we do this kind of uh you know implement this kind of system to archive
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these document for you know that we are getting from our customer okay so that's
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the use case for today so as I said that there could be different potential
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solution for that but according to us that could be one of the proposed
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solution here so we are basically today you are uh you know here using the first
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thing that we are using Gmail connector so this we are using for the email communication so in earlier sessions we
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demonstrated how we can use outlook connector for the you know email communication but here today we are
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going to use the Gmail connector so this connector we will be using for that uh
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getting that email and then the power automate is basically the workflow engine that will help us to coordinate
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between these connectors you know passing that data between these connectors that we are fetching and
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getting from these connectors and then we will be using Excel online
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that basically for recording the details uh that is from the email maybe the date
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or name of the customer so those type of thing for that we will be using here
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Excel and Google Drive will be the centralized location where we will be
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placing that document after the extraction from the email so this is the proposed solution but of course
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depending on your requirement depending on your business scenario that can uh you know you can have some kind of
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another layer on that or maybe you you have some kind of another connector that
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you can use but in a simple way these are the you know possible uh connectors
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that we can use to the you know building this archival system
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okay so first thing Gmail connector
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so connectors are you know very much you know used when we are working on the
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power automate okay so power automate basically help us to connect with the
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different uh you know application which is basically you know cloud application
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those those are you know uh from Microsoft or non-Microsoft applications
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so for example this is a Gmail is a Google application right so in the power
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automate we have a connector which we can use for fetching that details or
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performing different tasks on the Gmail so as you can see here that we have a trigger so basically you know when new
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email arrives so if you will connect uh so of course when you select the connector you need to do uh the
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connection first okay so you provide the detail you authenticate that okay you are a valid user so you provide those
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details and then it is connected to your email right so basically the Gmail
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account when it is connected then you can use this trigger so whenever you will get email into your Gmail account
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automatically your automation will start right and after that you can see that we
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have a different type of action that is available here so whether you want to reply to some email you want to send
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email delete email or get the email details so whatever you know the detail that is uh coming along that email uh
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the body of the email subject of the email who is the sender if and there are
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some attachments so you want to get those attachment so those kind of action that is available under the Gmail
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connector okay so we can use this uh connector to work with the emails that
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is coming into your Gmail account okay so you need to uh connect with this
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connector and after that we can utilize these actions and trigger to get the
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data from our Gmail account
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now power automate so our main focus for
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the automation is utilizing this workflow tool so this is basically a Microsoft cloud workflow uh you know
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tool that help us to automate our task okay so we have different type of
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variations that is uh for the power automate so in our so we mostly uh you
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know all our session that we have done so far we are talking about that Microsoft Power Automate cloud
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application where we can build our cloud workflows and we can connect with
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Microsoft and non-Microsoft application using connectors so if there are
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connector available we can utilize them if there is no connector available of course we can build our own connector
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and for our purpose and also we can publish it so that other user can also
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use it so it's like kind of a m you know we can have a marketplace on the Microsoft mic marketplace where we can
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publish our connector and then you know other users can utilize that connector to connect that uh particular uh
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application that we are targeting into our connector right but we have lots of
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connectors here thousands of connector that is available uh you know these are like in the Microsoft stack we can see
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like you know office 365 or dynamics you know application or share uh point or
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you know any any business application most of thing that we can easily connect using the power automate okay so and
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because we are using Gmail connector so that is also there we can utilize that for the automation
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okay now excel online so excel online is basically a another
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uh you know connector that is part of the power automate we can utilize this
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to create our Excel file or fetch the data from Excel file or perform
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different type of action that you can see here this is a a huge list here that we can perform on that Excel connector
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using that Excel connector okay so let's take an example that uh maybe uh we are
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when we are getting that email we want to make a note of that okay what is the
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subject of the email when we received it and who is the customer uh you know from
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where we are getting this email if this is just an example that if you want to keep track of these and we want to
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prepare a uh you know centralized file where we can store these type of detail
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so we are using Excel connector here so we can use that to create file update
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that record onto that file and if you want to fetch the data we can also fetch the detail from that Excel file so this
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is another way to storing our data on a centralized location so we are using
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Excel online here
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okay so another one the another connector
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that we are going to use is the Google drive okay so as I said that when you
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want to extract that attachment from the email you want to store it to some place
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right whether it could be your system so that is basically you know uh the location of your server or your internal
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uh system that is part of your organization you want to store it there but in that case you will have a you
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know limited uh way of accessing it right so you need to be part uh you know
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be in the office and you want to access that file then you can do that but if you want to make sure that when I put
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the document I want to make sure that I can access it from any location so let's say if I'm not in office okay so I'm
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traveling or maybe I'm in client location and I want to access those document right so in that case I want to
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put that on a cloud right and that cloud could be different here so it could be
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you know Microsoft cloud it could be any other Microsoft vendor uh you know non-Microsoft cloud or for example here
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today we are talking about that Google drive so this is another cloud uh uh you
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know where we can keep our document on a centralized location and we can access
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it from any place you don't need to be in the office so while you are traveling or you are in a client side or you are
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you know out of office or out of station at any point of time if you want to refer the document you can easily refer
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that from the Google drive okay so you can see here that we have a different type of action that is part of the
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Google drive connector so we can create our file so we can get that you know file and delete those files all all the
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most of the tax that is you know required when you want to work on the file that is part of the Google drive
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here okay so this is uh we can utilize this to work with our uh you know Gmail
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connector but if we are not using Gmail connector let's say we are using outlook
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connector to you know fetch that email and attachment in that case also we can
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get the data and put it there so it's not like we need to you know because we are using Gmail connector then we need
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to use the Google drive only so we can use that non-Microsoft connectors easily
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to communicate between these you know application and passing the data back and forth and that's the beauty of the
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power automate it allows us it help us to communicate between different application whether they are part of the
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Microsoft or they are not part of the Microsoft stack so we can easily connect them with each other okay so that's what
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uh you know here for the Google drive Now let's see that how we can utilize these
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connector to build that uh you know this customer I uh document archival system
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the documents that we are getting from the customer how we can put them on a centralized location using these
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connector so I will jump uh you know pass mic to my friend uh sep and he will
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showcase the demo all the steps that we discussed all the connector that we discussed so far so sep over to you
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so thank you Mahanda for your
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wonderful content let me share my screen and just confirm if you are able to see it
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share screen is it visible
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um yeah it's loading uh yeah we can see it now yep okay so as Mahendra explained
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in some of the businesses what uh we need that sometimes we need document
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which is coming on email to store somewhere so in future whenever we want
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to access that document we will act able to access those uh in a structured way
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so most common scenario we can take like uh if you are in a CA business every uh
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every month we need some kind of documentation like bank statement or company document and we can't miss those
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documents we need to store those document somewhere so whenever required you can go and check it so that's the
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scenario we are using and in this case we are using the most used uh email
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system and that is Zmail so if you are getting documents on Gmail how you can
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uh uh download those document and store in Google drive so uh I just created a
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simple flow where the trigger point will be when email arrives when you will
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receive email like the the person who wants to store document like the either
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CA or whoever professional so when email arrives on your Gmail the first thing you will do that you will get the client
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data from Google sheet why because you don't want to store each and every document so you have some client list so
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for some particular emails you want whenever email coming from those emails
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then only you will uh download those document and store in Google drive then
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you will check that if email has an attachment because if there is no attachment you don't need to run this
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flow and if email in that particular list in only that case you will uh store
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that file in client list and you will also create a log so in future whenever
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you want to check that when you got that particular email you will have that particular log and if not then we will
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just end the process so this is the scenario we are going to use so let me
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open power automate and I will create a new flow so I'll go here we will take
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automated cloud flow and I will search here for Zmail as a trigger
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so let me
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so I will take this when emails arrives that's the trigger trigger point and
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then the next point is that uh we will take client information from Google
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sheet and for that I already created a f folder and under that folder I created a
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Google Google seat and I added one client information so based on that like
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if you want to add more client information that this is how you can add I also added another seat where we are
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going to add the log so I created this seat this is how you
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need to prepare and I also created a folder so whenever we are receiving email from this particular client from
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this particular email we'll use this folder to res store the documents
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so this and once you will able to do this then we'll come here and we will
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add
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Google drive so we need a connector from Google drive
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to get a row and we will select so I will select the
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file I created in compliance folder so I will go here
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and select this Google seat so once I will select it will also give us option
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to select the seat if we have like two or three seats that is what you will get in this dropdown so I will select the
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client that is where I have the client information the next thing you can see that is row ID so one thing you need to
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uh care here whenever you are getting a row or updating a row in Google drive
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that whenever you will attach something in power automate you will get this row
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id but if you go to this document you will not able to see any any uh column
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name with a row id but you will able to see this the power apps id that is what
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row id is so whenever it is asking for like the give your row ID data it means
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that whatever data you have in this particular column that is what you need to provide there so what I will do is I
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will just use the from email address from where we are getting
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that email address because that's the email address I want to use to get this
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particular record so I will go here then the next step after this that we will
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add a condition
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so I will use this condition and the
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condition will be like the the items should be there
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for example
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I will take this and we will take the email address equal
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to the from email address so I will use this from
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so from email address should be equal to the the item we are getting from this
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Google sheet the next we will add that is
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email should has attachment so I will add like again we'll go here we'll click on
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dynamic parameters and then you can see we have uh these many options here so
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we'll use this has attachment equal to I will select true
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and then we'll add it the next thing is that
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we'll add another action that is
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apply to each because uh might be in that email we will have multiple
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attachments and that's why we we will use apply to each and as a input we will take attachments
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then the next thing is to create Google drive create a file in Google
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Drive so I will use this create file and then we'll give the path
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so again I will select that folder compliance
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but here we can't directly select this folder because what we need is we need to provide this value dynamically so I
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will just use this
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just use
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So I will just combine the both values the static value we have for that folder
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and then the variable client folder name
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so that just dynamic value and the
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path so now you can see like we are getting this static value and the path we are getting from this particular
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column so we'll go back here and I will add
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then the file name uh we can create either we can directly use the file name
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we are getting from that particular attachment so I will use this
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so file name we can just get from the apply to current item
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name
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a segment we will take item from here
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then question mark and then we'll take the name
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so this is how like from this item we will able to take the item now
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name and then
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content from that particular file
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can you see
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so again I will get from the item so I will go here select the item question
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mark and I will take the content byes
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like this and we will save it the next thing after this
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we will create a log and we'll create in that Google
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drive file i will go here insert row
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i will select that path
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and then again I will select the seat
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and then we will add date here might can take from dynamic parameters
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go here receive date subject I will take subject
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and the path I will take from here
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We And I let go
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so I just save it so you can see now what we are doing is when email arrives we are getting the item and then we are
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creating a file and inserting a log here with a subject so now what I will do is
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that I will just go here and send a email
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from this particular email address
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documents i'm just
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If I send an email uh let's Yeah
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so let me test with this particular flow
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so now when new email arrives that is working then we are getting row then we
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are initializing a variable and then it's matching the condition
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yeah the file is created and then we inserted log here in this particular
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file so you can see log is here
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and if we go back to this particular folder and refresh this you will able to
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see the document I attached in this particular email
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so this is how like this is totally based on the email address we are using even though email is coming from any
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email address this flow is not going to run it will only run for the email addresses we created and added in this
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particular client list so this is how you can create a client list and if you
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are getting emails from a particular email address you can use this flow to
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archive those documents in a specific folder
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with that I am now going to hand over the stage to Mahendra
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hey Sep thank you thank you for explaining this uh demo for that uh
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client archival uh system that uh we wanted to cover today so yeah so uh
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thanks for joining us and we will be back for the another episode where we will take another use case and uh we'll
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showcase how you know we can use Microsoft or m non-Microsoft uh tools to
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automate your business processes so stay tuned for the another episode and you
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can watch all our uh existing uh sessions on the YouTube uh on car corner
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live so all the sessions are available there so provide your feedback and thanks for joining us today thank you
36:15
very much thank you thank you very much
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