record forms answers to sharepoint multiple entries

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Posted on by barbarbar

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Hello every,

i have a power automate flow that sends an email to certain people asking them to fill a MS Forms.

then i have another flow that records those answers into SharePoint.

Everything works fine up until here. However, some of those people have multiple entries in my dynamics 365 accounts.

For example i have a person with 4 jobs in dynamics 365 so when i send the email he receives 4 emails.

and when he fills the form, my flow records his answer four times.

is there a way to get a different answer for each job ?

thank you

@trice602

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Nived_Nambiar 18,138 Super User 2026 Season 1 on at

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Hi @robrobrob

One doubt in the question, so when he recieve each form filling request via email, it would be expecting different form response as he have 4 jobs as per dyanmics 365 account , right ?

Correct me if i am wrong 🙂

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barbarbar 143 on at

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actually he receives the same form, i cannot create a different form for each job, because there are many people with many jobs , that will mean that i should create 10's of forms . is there a way around that ?

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Nived_Nambiar 18,138 Super User 2026 Season 1 on at

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Ok Got it, can i have a look at your flow ?

@robrobrob

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Nived N 🚀

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YouTube: Nived N's YouTube Channel

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barbarbar 143 on at

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sure
Flow 1 to send an email

Flow 2 To Record Answers

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Nived_Nambiar 18,138 Super User 2026 Season 1 on at

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Hi @robrobrob

You can do one extra step in sending forms so that one person would receive one email at a time irresptive of their number of accounts. Take this below design as reference:

Since i can't reproduce same as your design , let's assume that i have a field in Contacts field named Email Address 2 which is assumed to be the email dynamic content you are using. So i will design the first flow like below

Here , bot will list rows present in contacts dataverse table and then uses Select action to select only EmailAddress 2 like below design :

Now it will remove the duplicate email ids from the array obtained from select action so that it won't send multiple emails to same person using below expression which is added at Apply to Each loop.

here body('Select_2') represent the array output from select action shown in first screenshot, here the name of select action was select 2. just keep a note of that.

Now inside the loop use the current item as email address of each person to which form request needs to be sent.

This design ensures that bot will send one email at a time to the people.

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
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barbarbar 143 on at

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unfortunately that does not work for my case, as i am using FetchXML to filter out the data i need.
it's a bit more complex. i need all candidates with an active placement and a job title that contains data and the manager's email + first and last name.
then i select the manager's email using the items(')?[']
i can send you screenshots if needed

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Nived_Nambiar 18,138 Super User 2026 Season 1 on at

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Hi @robrobrob

Yes if you can share screenshots that would be better

Also for fetchxml query are u using the below condition:

i need all candidates with an active placement and a job title that contains data and the manager's email + first and last name.

Kindly let me know 🙂

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
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barbarbar 143 on at

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Hi @Nived_Nambiar , i sent you the FetchXML query in a private message ,
Now i am able to record one answer at a time, however it's for the same project.
any ideas on how to make the manager submit a different answer for different projects?
do you think i should add something to the form and then compare it ?

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