Automated Email-to-Lead List Data Sync

Previously, project managers manually tracked recipient information from their sent emails and updated the lead list in Excel. This process was inefficient, prone to errors, and resulted in outdated or missing recipient data. There was no systematic validation process to ensure that all email recipients were appropriately added to the lead database, leading to compliance risks, data inconsistencies, and unnecessary manual effort.

Key Challenges:

• Manual recipient management led to frequent errors and outdated lead records.
• No automated mechanism to verify and approve new email recipients.
• Lack of an audit trail for recipient approvals and updates.
• Inefficient collaboration between project managers and approvers.

To address these challenges, the team implemented an automated workflow using Power Automate and Microsoft Adaptive Cards. The solution seamlessly integrated with Outlook and SharePoint, ensuring accurate recipient validation while reducing manual workload.

Implementation Steps:

1. Email Monitoring & Extraction: Power Automate continuously monitors emails sent by project managers and extracts recipient addresses (To, CC, BCC fields).
2. Recipient Cross-Checking: The extracted email addresses are automatically cross-referenced against the lead list stored in SharePoint.
3. Approval Workflow for New Recipients: If a recipient is not found, Power Automate triggers an approval request via Adaptive Cards, sent to the designated approver.
4. Validation & Update: Upon approval, the new recipient is automatically added to the database. If rejected, the request is logged, and the project manager is notified.
5. Audit Logging & Notifications: The system maintains an audit trail of approvals and updates, ensuring transparency and compliance. Project managers receive real-time notifications on approval status.

• Enhanced Data Accuracy: Ensures recipient information is always up-to-date.
• Automated Compliance: Enforces validation before adding new recipients.
• Reduced Manual Effort: Saves time by eliminating manual tracking.
• Improved Efficiency: Enables seamless collaboration between project managers and approvers.
• Auditability & Transparency: Provides a clear audit trail for every approval decision.

By leveraging Microsoft Power Automate and Adaptive Cards, the organization successfully optimized its recipient validation process, ensuring seamless data synchronization while improving overall operational efficiency.