Hey Ali,
It’s difficult to comprehend your workflow from the given description and images.
What I would probably do is use Dan Thomas’ Spotlight Search Prompt to pick the given email.
(Or Keyboard Maestro 8’s new Prompt with List action.)
I would then use the returned text in a find action. (Personally I’d use the Satimage.osax and AppleScript for this, but Keyboard Maestro’s search will work perfectly well.)
Your pick-list would look like this:
Requesting Email address for correspondence
Requesting Client updates their Details with Bank
Then you would find the first column in a list like this:
Requesting Email address for correspondence do script "XXXXX01"
Requesting Client updates their Details with Bank do script "XXXXX02"
Only the do script portion would be returned and then run.
For ease of maintenance I’d only use 1 list, and the macro itself would split it into column 1 for the Prompt with List action.
A workflow like this should be pretty easy to implement and very simple to use and maintain.
-Chris