Each new case gets its own board, and its documents and emails land in the case file
Four Make scenarios keep a case file in order: each new case on the intake board gets its own work board built from a template, files attached to a case item are filed in that case's OneDrive folder, one-off sale documents follow the same path, and qualifying emails are rendered to PDF and forwarded into the file.
Where this applies
Estate, legal, accounting and claims teams: anyone who opens a case on a board and keeps its documents in a cloud folder.
- case boards built from the template, no errors
- 45
- mailbox checks in ten days, no errors
- 949+
- between mailbox checks
- 15 min
The problem
A case-based business opens new matters every week, and each one needs the same scaffolding: a board to work it on, a folder for its documents, and the habit of putting every document and email into that folder. Done by hand, the scaffolding is a copy-and-rename job, and the habit slips.
The documents arrive in more than one place. Staff attach them to the item on the board because that is where they are working; correspondence arrives by email. The case file is only complete if both end up in the same folder without anyone moving them.
What we built
A board from a template, linked back
When a new case is added to the intake board, a scenario creates a work board for it from a template and writes the new board's link back onto the intake item, so the two are one click apart.
Attach on the board, filed in the folder
When documents are attached to a case item, the scenario reads the item, iterates over its files column and downloads each file. It searches OneDrive for that case's folder, builds the path with a text aggregator and uploads the file there. The download and the upload each have an ignore handler, so one bad file does not hold back the rest.
The same path for one-off sales
A companion scenario does the same for one-off sale documents. It waits before reading the item, so files still uploading when the event fires are included.
Emails into the file as PDFs
Every fifteen minutes another scenario checks a mailbox. A qualifying email is rendered from HTML to PDF by a custom JavaScript step and forwarded to a filing address, so the correspondence joins the case file as a document; everything else is skipped.
The outcome
From 18 September to 12 October 2026 the board builder ran 45 times without an error. The board-to-folder filing is live and ran 7 times without an error from 18 September to 1 October; the one-off-sale filer is live but had no runs in the window.
The email-to-PDF scenario ran at least 949 times between 10 and 20 October without an error, about 15 of them converting and forwarding an email and the rest finding nothing new. The board builder and the email-to-PDF scenario have since been switched off by the firm's team.
Where it stops
Creating each case's OneDrive folder is a separate step that is not described here; the filing scenario finds the folder by search, so a case whose folder is missing or named differently has nowhere to file to. The ignore handlers keep a run going but mean a failed upload is not reported. Which emails qualify for the PDF step is fixed in the scenario.
Built with
- Make.com
- monday.com
- OneDrive
- Custom JavaScript
Patterns used
- Board from a template
- Find the folder, then upload
- Fail soft per file
- Email to PDF
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no