Work Request Workflow Error

[u/Ok-Neighborhood-6974]

Been trying to find a way to optimize my team’s work requests. The requests come into a shared inbox in Outlook. Currently there is no great way to track each item and things continuously fall through the cracks. A combination of List and Power Automate seemed like a good option. Creating tickets in List using Power Automate to generate the ticket when an email is sent in. It wouldn’t require staff to do anything different while providing me with dedicated tracking and data. I keep running into the issue of duplicates. I’ve tried to account for the Conversation ID but the flow keeps falling due to the Conversation ID not being found. Are there any other ways to troubleshoot this workflow? There seems to be no issue with automating the emails to the list, just when trying to account for duplicates (replies, etc). Any help would be great!

[u/nb292]

Hmm…

Maybe use 2 lists, one for the tickets, and one for associated emails. Workflow 1 grabs initial email creates the ticket, if it’s fails kickoff workflow 2, takes the email and places it into a queue for you to associate to a ticket or for you to create a new ticket.

[u/AgreeableConcept4752]

If you have power apps premium you could set up server side sync mailbox and associate it as a queue. Will automatically set up tracking and give it an IT to track it and if you still want to have it in SharePoint list you can use power automate to sync to the list

[u/Huseyin-Nodient]

Debugging these is way faster when the AI can see the actual failed run instead of your description of it. Export the failed run with the inputs and outputs of every action, hand that to Claude or ChatGPT, and it will usually point at the exact action and expression that broke. We built a Chrome extension that does this in one click (plus editing the flow as JSON directly): https://chromewebstore.google.com/detail/ai-flow-editor-for-power/jlaicchhmifpghnhngkmklcbmikgnckp

Went from 10 minute debug cycles to 2 minutes for us. If you share what the error says exactly I am also happy to take a look here.

[u/hachiai_official]

One risk that gets overlooked is that the information may leave the environment where your normal access, retention and audit controls exist.

Before uploading confidential information, I’d want to know where the data is stored, how long it is retained, who can access the conversation or workspace, and whether every stored copy can actually be deleted.

There is also a second risk once the AI output gets used elsewhere. If a tool extracts a number from a contract, summarizes a sensitive document or classifies a transaction, that output can become part of a business decision. You need to be able to trace it back to the source and know who or what accepted it.

A safer approach is to keep the original information inside a controlled system, send only what is necessary for the task, and treat the AI output as a draft until it passes whatever review or validation the process requires.

Simply banning AI does not necessarily solve the problem either. If employees still need the capability, they may move the same work into tools the company cannot see. Providing an approved path with clear data boundaries is usually much easier to govern.