📖 Definition

The "Find Email" action in Microsoft Outlook allows you to retrieve a specific email by its unique Email ID. This is especially useful when you’ve previously stored an email’s ID and need to access its full content and metadata at a later point in your automation.

With this action, you can:

✅ Precisely locate an email using its system-generated identifier
📬 Retrieve full email details, including subject, sender, recipients, timestamps, and the full message body
📎 Access attachments and metadata, such as categories, folder info, and conversation ID
🔁 Use a Found flag to conditionally continue your flow based on whether the email was successfully retrieved

This action integrates seamlessly into your Zenphi workflows, enabling intelligent email processing, audit trails, and follow-up logic across your automations.

Example Use Cases:

1. Follow-Up on a Previously Logged Email

If an email ID was stored during a prior automation (e.g., from a "When a new email arrives" trigger), you can use this action later to retrieve and review its contents for follow-up actions.

2. Extract Attachments from a Specific Email

Retrieve a known email by ID to automatically extract and process its attachments—such as saving them to SharePoint or uploading to a database.

3. Verify Email Receipt for Auditing

In compliance or approval workflows, use the email ID to confirm that a specific message was received and view its contents or metadata for audit tracking.

4. Run Conditional Logic Based on Email Content

Fetch an email by ID and use its subject, sender, or body content to determine next steps—like routing the request, escalating an issue, or auto-replying.

5. Reprocess Emails in Retry Flows

In retry scenarios, use a previously captured email ID to refetch the email and rerun downstream actions without needing a new trigger.

🧩 Inputs

1. Connection

The authentication link between Zenphi and your Microsoft Outlook account.This field is required to authorize Zenphi to access and interact with your Outlook data (such as retrieving emails).

The connection must have proper permissions to read email messages.
You can create or manage your Outlook connection from Zenphi’s Connections panel.

2. Email ID

The unique identifier of the email you want to retrieve.Each email in Microsoft Outlook has its own ID — like a digital fingerprint — that lets you reference it directly without searching by subject, time, or sender.

This value is often obtained from a previous action like “When an Email Arrives” or “List Emails”, or even stored in a data source.
It ensures you retrieve the exact email, even if there are multiple similar ones in your inbox.

📤 Outputs

1. Found

A boolean value (True/False) that tells you whether the email with the given ID was successfully located.

true: Email was found.
false: No matching email was found (e.g., the ID is invalid or the email was deleted).

2. Result

A group of detailed properties about the found email. These can be used in follow-up actions such as storing, filtering, or branching your workflow.

It includes:

Id: The unique ID of the retrieved email (same as the one used to search).
Parent Folder Id: ID of the folder the email is stored in (e.g., Inbox, Archive).
Conversation Id: ID that links this email to other emails in the same thread.
Categories: Any tags or labels applied to the email.
Subject: The title or subject line of the email.
From: Sender of the email (name + email address).
To: Primary recipients of the email.
CC: Recipients who were copied (carbon copy).
BCC: Recipients blind copied (invisible to others).
Reply To: Address(es) where replies should be sent (can differ from sender).
Body Preview: A short snippet of the email body (summary).
Body: The full content of the email message in HTML or plain text.
Received Date Time: The exact date and time the email was received.

3. Attachments

Details about each attachment in the email, if any exist.

For every attachment, you’ll get:

Id: Unique identifier of the attachment.
Name: The file name (e.g., Invoice.pdf).
Content Type: MIME type of the file (e.g., application/pdf, image/png).
Content Bytes: The file content in base64 format — can be used in later actions like file creation or uploads.
Size: File size in bytes.
Is Inline: Indicates whether the attachment is embedded in the email body (e.g., images shown in signatures).

Example

Automating Follow-Up on a Specific Customer Email

**Scenario:**Your sales team receives important customer emails that are manually flagged with a unique Email ID for follow-up. You want to automate the process of retrieving these emails by their Email ID to analyze the message content and send reminders or updates to your sales reps without searching the inbox manually.

How to set it up:

Prepare Email ID: From a previous step, system, or manual input, you have the unique Email ID of the customer email that needs follow-up.
Add Find Email Action: Insert the Find Email action into your automation flow.
Configure Inputs:
- Use your Microsoft Outlook Connection to authenticate.
- Pass the Email ID that identifies the specific email to retrieve.
Check if Email is Found: Use the Found output (boolean) to confirm whether the email exists.
Process the Email Data: If found, extract key email details such as Subject, Sender (From), Received Date, and Body Preview.You can then:
- Send a notification to the assigned sales rep with this information.
- Log the email content into your CRM for record keeping.
- Extract any Attachments to save in a shared folder for easy access.
Handle Email Not Found: If the email is not found, trigger an alert to the sales manager to check manually or update the Email ID.

Outcome: This setup automates the retrieval and processing of important customer emails based on their unique ID. Sales reps receive timely reminders and relevant email content without manual searching, improving efficiency and customer response times.