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How to get multiple responses to Power Automate send email with options

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Posted on by SS-11082242-0

Hi there

I have a scenario where I need to share information (Safety Alerts) with my team (70+ people) and receive their acknowledgement of having read and understood the Safety Alert. These confirmations then need to be compiled into a report and provided to our contract manager.

I have setup two SharePoint lists:

1. Safety Alerts - To enter the alert information including the title, body and date of the alert

2. Safety Alert Verifications - To capture the responses from each team member showing their name, confirmation of having read and understood and the date

Options I have tried but is not working the way I need it to:

First solution I have tried is using a MS Form and collecting the responses into the Safety Alert Verifications SP list using Power Automate. An email is sent out to a mail enabled group with the link to the form for them to fill out and submit.

This method relies on the user to copy and paste the title of the alert into the form, enter their name as well as their confirmation. The issues we are experiencing with the solution are

1. the users are entering random information for the title (even though we have specifically shown them how to copy/paste the title)

2. Inconsistency with entering their name. Some will only put their first name, others will put their nickname etc

Second solution I have tried to create a Send email with options flow that is triggered when a new Safety Alert is entered into the main SP list. This works great for being able to prepopulate the alert title for consistent records but only works for the first respondent and then the flow ends. I also haven't been able to capture the Display Name of the respondent. When a new item is created in the Safety Alert Verifications SP list, the username is populated with my name, since I am the owner/creator of the flow.

Ultimately, my question is: Can I configure a Send email with options flow so that it will collect multiple responses? And if so, is there a way to capture the respondents name into the create item function?

Any assistance you can provide is greatly appreciated!

Thank you

Shannon

Categories:

Building flows

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TomMoody 115 on at

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Hi,

Can I recommend a 3rd solution, the Approvals app for Teams?

Firstly, if you enable notifications the Approvals app will send an email with options for you, and it will record the responses automatically in the Approvals app for Teams. You wouldn't need a Safety Alert Verifications List anymore if your users would be comfortable viewing this data in the Approvals app for Teams instead.

If you create an action like I have below, the status of each Safety Alert will be 'requested' until everyone in the group has 'approved' the Safety Alert.

If you don't like the Out-Of-The-Box Approvals experience you can wait for a response and then populate a SharePoint List based on this.

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SS-11082242-0 30 on at

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@TomMoody

Thanks for your response, Tom. Unfortunately, our crew would find it too difficult to use the teams approval process. We have a hard enough time just getting them to respond to emails.

I have come up with a work around though. What I have done is using the same two lists i mentioned above, i have set a flow to generate a unique pre-filled link to the existing MS form based on the mail enabled group. In doing this, we can set their name and alert title dynamically in the MS form and all they have to do is click yes to submit their confirmation which then triggers the second flow to capture this information into the second SP list.

Here is the code i used to generate the unique pre-filled URL:
concat('https://forms.office.com/Pages/ResponsePage.aspx?id=MYFORMID&re7cb2fe855614dc28c32ebec6fd0cec8=', items('Apply_to_each')?['displayName'], '&re6b942298b294c0d8c8cf544bf78437c=', outputs('Get_item')?['body/Title'], '&r330b903c25cd4883a43d43f4493a351f=%22Yes%22')

Here is the flow:

Perhaps not the most elegant solution but it will do what we need i think.

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