Power Automate send email based on form response

In this Power Automate tutorial, we will see how to send an email based on a Form response using Microsft Flow or Power Automate.

So here we will send an email notification to specific people, whenever the specific optional field is filled out using Microsoft Flow.

Microsoft Flow send an email based on Form response

Here we will see how to send an email based on Form response using Microsoft Flow.

I have a Microsoft Form i.e. Training Feedback form, according to training technology selected from the option in Microsoft form, automatically MS Flow sends a feedback email to that technology instructor.

For example, if we select Power Bi as technology then the feedback email will send to that technology instructor([email protected]) automatically.

Similarly, if we select SharePoint as technology then the feedback email will send the SharePoint instructor ([email protected]) automatically.

Also, check Power Automate wait timer

Steps to send an email based on Form response using Microsoft Flow

Step 1: Create a Microsoft Form

To create a Microsoft Form, click on the office 365 app launcher then select Forms.

microsoft flow send email based on form response
Microsoft flow send email based on form response

Once the Microsoft Form opens click on the New Form.

microsoft flow send email based on form response
Microsoft flow send email based on form response

Then you can create a Microsoft Form i.e. Training Feedback form, with the below Question and Question type by clicking on Add new icon.

QuestionQuestion type
Full NameText
Contact NumberText
Date of attendanceDate
Which training you attend?Option
Was it helpful?Option
How likely are you to rate this training?Rating (Number)
Prefer training time for futureText
power automate send email based on form response
power automate send email based on form response
power automate send email based on form response

Once your Flow is done, click on the share icon then copy the link of the form and then open the form in a new tab in the browser.

Once the Microsoft Form is ready, let’s create a Microsoft Flow, which will automatically send the Form response via email to the instructor based on the Form response.

Step 2: Create a flow in Microsoft Flow

To create a Flow, log in to Power Automate, then click on Create icon and select Automated Cloud Flow.

power automate send email based on form response
power automate send email based on form response

Now provide the Flow name, then select the trigger i.e. When a new response is submitted. Then click on Create.

power automate send email based on form response
power automate send email based on form response

Step 3: When a new response is submitted

In this step, select the Form id from the dropdown list.

power automate send email based on form response
power automate send email based on form response

Step 4: Get response Details

This step will allow us to get and reference the incoming Form response. So, click on the Next step. then select Get response details action.

Then Provide the Form id from the dropdown list and in Response id select the response id from the dynamic content.

power automate send email based on form response
power automate send email based on form response

Step 5: Send a feedback email to the technology instructor

So to send a feedback email to the specific instructor based on the technology(Which training you attended i.e. Power Bi, Power Automate, SharePoint, Power Apps).

For this, we will check the technology the user responds according to and we will send the email to that instructor.

To check the technology, click on the Next step then select the Condition control action.

Then in the value select the form question ‘ Which training you attended’, is equal to Power Bi.

microsoft flow send email based on form response
Microsoft flow send email based on form response

If the above condition for Power Bi is true then it will send an email to the Power Bi instructor.

So click on Add an action, then select Send an Email(V2) action, then in the To field adds the instructor email, Subject and body map the value like below.

microsoft flow send email based on form response
Microsoft flow send email based on form response

Next, if the condition for Power Bi is false then it will go to the if no part of the condition. So here it will check the condition for Power Automate.

microsoft flow send email based on form response
Microsoft flow send email based on form response

If the condition is true it will send an email to the Power Automate instructor like below.

power automate send email when form is submitted
power automate send email when form is submitted

And if the Power automate condition is false then it will check the if no part.

So in the IF no part of the condition for Power Automate, we will add a condition for SharePoint.

microsoft forms email notification power automate
Microsoft forms email notification power automate

If the condition is true then it will send an email to the SharePoint Instructor like below:

send email when form is submitted
send email when form is submitted

If the SharePoint condition is false then if no part will run. So in the If no part we will check for Power Apps, we will add the below condition.

microsoft forms email notification power automate
Microsoft forms email notification power automate

If the Power Apps condition is true, then it will send the email to the Power Apps instructor.

power automate email form responses
power automate email form responses

Once your Flow is ready, click on Save and Run the Flow manually.

Step 6: Run the Flow

To trigger the Flow we have to submit the response, so go to that tab in the browser where u have opened the Training Feedback Form, and then fill the form and submit the Form to run the Flow.

For example, if the user selected SharePoint in which training you attended. So the email will go to the SharePoint Instructor.

microsoft flow send email based on form response
Microsoft flow send email based on form response

Now we can check the email to get Feedback on SharePoint Training.

power automate send email based on form response
power automate send email based on form response

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In this Power Automate tutorial, we discussed how to send an email based on the Form response using Power Automate.

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