Hot Topic Info Board Automation
The Problem
Team used a Power App information board displayed on team SharePoint as central hub for critical updates including company changes, team changes, new processes, and new report rollouts. Supervisor sent emails with Hot Topic subject line variations for important announcements. Manual three-step process required saving email copy to desktop, manually adding attachment to Power App form, and copy/pasting email contents into form fields.
Critical single point of failure existed with only 2 team members trained on Power App updates. Coverage gaps occurred during PTO or sick leave when both people were unavailable, blocking critical information distribution to team. Delayed updates prevented team from receiving time-sensitive announcements. Subject line variation across Hot Topic emails added complexity to manual identification. Technical challenge of email copy creation made automation particularly difficult.
The Solution
Built Power Automate flow detecting supervisor emails with Hot Topic subject line variations through flexible keyword matching. Automated technically challenging email file copy creation, then integrated with Power App to populate form automatically. Multi-step automation extracted email contents, created email copy attachment, attached copy to Power App record, and populated form fields with email data. Zero manual intervention required from email receipt to Info Board update.
First Power Apps project taken on as learning opportunity despite no prior experience. Peer request came from one of two Power App maintainers due to established reputation as automation specialist. Successfully solved difficult email copy/attachment problem enabling end-to-end automation. Power Apps connector integration learned through implementation.
Architecture
Power Automate flow with Power Apps connector integration. Email trigger monitors shared inbox with conditional logic filtering for supervisor sender address combined with flexible subject line matching accommodating Hot Topic wording variations. Email file export automation creates physical email copy (technically challenging step). Power Apps connector actions populate form fields with extracted email content and attach email copy file to Power App record. Flow executes complete workflow from email detection through Info Board publication. Zero dependency on specific team members for updates.
Key Implementation Decisions
- •Flexible subject line matching: Accommodated inconsistent Hot Topic wording across supervisor emails
- •Email file export automation: Solved technically difficult email copy creation enabling attachment workflow
- •Power Apps connector integration: First Power Apps experience, learned through implementation
- •End-to-end automation: Complete workflow from email receipt to published update eliminated all manual steps
- •Learning opportunity acceptance: Took on unfamiliar Power Apps technology based on peer request and automation reputation
- •Single point of failure elimination: Removed dependency on 2 specific team members for critical information distribution
The Results
Quantifiable Outcomes
- ✓Eliminated critical single point of failure (no longer dependent on 2 specific team members)
- ✓Zero coverage gaps during PTO or sick leave
- ✓Immediate Info Board updates upon supervisor email send
- ✓No training required for team members on Power App update process
- ✓Business continuity ensured regardless of team member availability
- ✓Reduced manual labor for 2 previously trained team members (3-step process eliminated)
- ✓Consistent Info Board formatting through automated form population
- ✓Improved reliability with no missed updates due to human error
- ✓Faster information distribution to team
- ✓Demonstrated cross-platform integration skills (Power Automate + Power Apps + Outlook)
- ✓Established reputation as automation specialist (peer-requested project)
- ✓Successfully learned new technology (Power Apps) through production implementation
Lessons Learned
- →Single points of failure create organizational risk: Two-person knowledge dependency blocked critical communications during absences
- →Technical challenge signals automation opportunity: Difficult email copy creation was barrier preventing manual process improvement
- →Learning through production implementation accelerates skill development: First Power Apps project delivered immediate business value
- →Automation reputation enables peer collaboration: Established expertise led to direct request for help
- →Flexible pattern matching handles real-world inconsistency: Subject line variations accommodated through keyword detection
- →End-to-end automation multiplies impact: Complete workflow automation vs partial automation eliminated all manual intervention
- →Cross-platform integration expands automation possibilities: Power Automate + Power Apps combination solved problem neither could address alone