- Overview
- Excel
- Release Notes
- About the Excel activity package
- Project Compatibility
- Supported character encoding
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- Add or Update Excel Sensitivity Label
- Append Range
- Auto Fill
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- Change Pivot Data Source
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- Excel Application Scope
- Append To CSV
- Read CSV
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- Delete Column
- Filter Table
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- Insert Column
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- Append Range
- Close Workbook
- Get Cell Color
- Read Cell
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- Select Range
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- Write Cell
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- Save Workbook
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- Get Workbook Sheet
- Get Workbook Sheets
- Refresh Pivot Table
- Create Pivot Table
- Get Selected Range
- Copy Sheet
- Delete Range
- Auto Fill Range
- Copy Paste Range
- Execute Macro
- Insert/Delete Columns
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- Invoke VBA
- LookUp Range
- Remove Duplicates Range
- Excel Process Scope
- Manage CSV Files
- Filter CSV Files
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- Table Functions
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- Interpret Excel Results
- Manage Pivot Tables
- Manage Range Selection
- Read From Excel Files
- Manage Databases in Excel
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- Filter and Delete Rows in Excel Files
- Manipulate Range Selections
- Verify Excel Workbook Data
- Read, Write, and Append Data in Excel
- Google Workspace
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- About the Google Workspace activities package
- Project compatibility
- Wait for Calendar Event Created and Resume
- Wait for Calendar Event Received and Resume
- Wait for Calendar Event Replied and Resume
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- Wait for Email Received and Resume
- Wait for Email Sent and Resume
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- Mail
- Microsoft 365
- Release notes
- About the Microsoft 365 activity package
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- Connections
- AddEmailCategories
- ArchiveEmail
- DeleteEmail
- DownloadEmail
- DownloadEmailAttachment
- DownloadEmailAttachments
- ForwardEmail
- GetEmail
- GetEmailAttachmentsInfo
- GetEmails
- GetMailFolders
- GetNewestEmail
- MarkEmailAsRead
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- MoveEmail
- RemoveEmailCategories
- ReplyToEmail
- SendEmail
- TurnOffAutomaticReplies
- TurnOnAutomaticReplies
- Merge multiple sheets into a new summary Excel sheet
- Automatically accept calendar invites from your manager
- Move files to dedicated folders by type
- Verify if new employment documents (I9 and ID) match
- Add new customers to a SharePoint List
- Delete SharePoint List items newer than yesterday
- Notify me on Slack when an important Outlook Email is received
- Include creation date in new OneDrive file names
- Notify me by email when a new file is created
- Microsoft 365 Scope
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- Presentations
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- Word
- Release Notes
- About the Word Activities Package
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- Word Application Scope / Use Word File
- Add or Update Word Sensitivity Label
- Add Hyperlink to Document
- Add Picture
- Append Text
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- Insert DataTable in Document
- Paste Chart/Picture Into Document
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- Set Bookmark Content
Verify if new employment documents (I9 and ID) match
Summary: Extract I9 and ID documents arrived by email and verify if both documents have the same holder. The email is moved, categories are set, and reply or forward actions are performed based on checks.
Applications: Outlook Email, Document Understanding
Description: This examples explains how to create a workflow that verifies new employment documents (I9 and ID). When a new email arrives containing a specific subject with attachments, the robots get triggered to download the two attachments and verify if the two attachments are ID and I9 documents. After validation, it extracts the content from the two documents and verifies if they belong to the same person, by checking the first name and last name. Once the documents are checked, the email is moved to a specific folder (Valid Submissions / Invalid Submissions), categories are set, and the email is forwarded if valid, or a reply is sent back to the sender if it is invalid.
This example presents Microsoft 365 activities such as Email Received, Download Email Attachments, Move Email, and Document Understanding activities.
- Open Studio Web and create a new project.
- For How to start the automation select Event based, then select the Microsoft 365 Email Received trigger activity.
- In the trigger activity:
-
Set up your Microsoft OneDrive & SharePoint connection.
-
Set the Email folder field. For example, Inbox.
- Set the Additional filters to be as specific as possible. For example, in this case, set the filter as: Subject contains New employment.
- Set the optional fields:
- With attachments only - On.
- Include attachments - True.
- Mark as read - False.
-
- Add a Log Message activity to record the received email's subject. In the Text field, select the output variable of the trigger activity and drill down to identify its Subject property:
- Next, add two consecutive Download Email Attachments activities. At this step in the workflow, the attachments containing the required documents (I9 and ID) are downloaded. Configure
the activities as follows:
- First, rename each activity, to easily identify them further in the workflow. For example: Download Email Attachments - containing I9, type PDF and Download Email Attachments - containing ID, type PDF.
- Set up your Microsoft Outlook 365 connection.
- For the Email field, select the output variable of the trigger activity.
- Set up the Advanced filter to determine what type of documents you want to download:
- Set Exclude inline attachments to False.
- Next, add an If activity to verifiy if the two attachments are indeed ID and I9 documents.
- Set the Condition to check if the output variables of the two Download Email Attachments activities equal 0 (i.e., no documents were identified using the set filters):
- Set the Condition to check if the output variables of the two Download Email Attachments activities equal 0 (i.e., no documents were identified using the set filters):
- Configure the Then branch of the activity, i.e., the activity to execute in case the condition is true. Add a Reply to Email activity. Its purpose is to notify senders that their documents were not submitted properly. See an example of how to configure
this activity below:
- Right next to the Reply to Email activity (inside the Then branch), add a Throw exception activity and configure it as follows:
- Next, we'll use Document Understanding activities to extract the content from the two documents and verify they belong to the same holder by checking the first name and last name in each document.
- Add a Document Understanding Classify Document activity. Rename it to Classify I9 Attachment Document.
- For the Input field, select the output variable of the Download Email Attachments - containing I9, type PDF activity.
- For the Input field, select the output variable of the Download Email Attachments - containing I9, type PDF activity.
- Add a Log Message activity, to log the I9 document type. In the Message field, select the output variable of the Classify I9 Attachment Document activity and drill down to Document Data to find the
DocumentType
property. - Next, add an If activity, to verifiy the I9 document classification. Configure the condition as follows:
- Select the output variable of the Classify I9 Attachment Document activity, then drill down to Document Data > Document Type > Name > Name.
- Set the condition: Name contains i9. In the Expression editor, the condition looks like this:
_out_ClassifyDocument_1__ClassificationResults.DocumentType.Name.Contains("i9")
.
- For the Then branch, add an Extract Document Data activity. Configure the activity as follows:
- For the Extractor field, select I9 from the dropdown list.
- For Input file, select the output variable of the Download Email Attachments - containing I9, type PDF activity.
- For the Else branch, i.e., the activity to execute in case the condition is false, add:
- A Log Message activity, with the following message: The Email doesn't contain an I9 Form.
- A Throw exception.
- Next, add another Classify Document activity, to classify the ID documents. Rename it to Classify ID Attachment Document.
- For the Input field, select the output variable of the Download Email Attachments - containing ID, type PDF activity.
- For the Input field, select the output variable of the Download Email Attachments - containing ID, type PDF activity.
- Add a Log Message activity, to log the ID document type. In the Message field, select the output variable of the Classify ID Attachment Document activity and drill down to Document Data to find the
DocumentType
property. - Next, add an If activity, to verifiy the ID document classification. Configure the condition as follows:
- Select the output variable of the Classify ID Attachment Document activity, then drill down to Document Data > Document Type > Name > Name.
- Set the condition: Name contains id_cards. In the Expression editor, the condition looks like this:
_out_ClassifyDocument_2__ClassificationResults.DocumentType.Name.Contains("id_cards")
.
- For the Then branch, add an Extract Document Data activity. Configure the activity as follows:
- For the Extractor field, select ID Cards from the dropdown list.
- For Input file, select the output variable of the Download Email Attachments - containing ID, type PDF activity.
- For the Else branch, i.e., the activity to execute in case the condition is false, add:
- A Log Message activity, with the following message: The Email doesn't contain an ID.
- A Throw exception.
- Next, add a series of Log Message activities to record the First Name and Last Name on the I9 and ID documents.
- In the Message Field, write I9 First Name, then drill down to the Variables section >
I9_Doc
>Data
>EmployeeFirstName
. - Repeat step 22a for
I9
-Last Name
, then forIDCard
>FirstName
andIDCard
>LastName
.
- In the Message Field, write I9 First Name, then drill down to the Variables section >
- Add an If activity, to verify if the first name and last name in each I9 and ID match. Set the condition as follows:
I9_Doc.Data.EmployeeFirstName.Value.ToLower.Trim
containsIDCard.Data.FirstName.Value.ToLower.Trim
I9_Doc.Data.EmployeeLastName.Value.ToLower.Trim
equalsIDCard.Data.LastName.Value.ToLower.Trim
- For the Then branch, add:
- A Log Message activity to state that the I9 and ID match.
- A Move Email activity, configured as follows:
- Email to move - Select the output variable of the initial trigger Email Received activity.
- To email folder - For example, a Valid Submissions folder.
- A Set Email Categories activity, to assign a Valid Submission category to the moved email.
- A Forward Email activity, if you want to forward the moved email to someone.
- For the Else branch, add:
- A Log Message activity to state that the I9 and ID don't match.
- A Move Email activity, configured as follows:
- Email to move - Select the output variable of the initial trigger Email Received activity.
- To email folder - For example, an Invalid Submissions folder.
- A Set Email Categories activity, to assign an Invalid Submission category to the moved email.
- A Reply to Email activity, to remind the sender that their email was considered invalid because of the documents.
- You're done and ready to run your project!