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.
Once the Microsoft Form opens click on the New Form.
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.
|Date of attendance||Date|
|Which training you attend?||Option|
|Was it helpful?||Option|
|How likely are you to rate this training?||Rating (Number)|
|Prefer training time for future||Text|
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.
Now provide the Flow name, then select the trigger i.e. When a new response is submitted. Then click on Create.
Step 3: When a new response is submitted
In this step, select the Form id from the dropdown list.
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.
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.
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.
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.
If the condition is true it will send an email to the Power Automate instructor like below.
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.
If the condition is true then it will send an email to the SharePoint Instructor like below:
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.
If the Power Apps condition is true, then it will send the email to the Power Apps instructor.
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.
Now we can check the email to get Feedback on SharePoint Training.
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In this Power Automate tutorial, we discussed how to send an email based on the Form response using Power Automate.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com