Power Platform Community Forum Thread Details

Forms to Email using Power Automate but I'm Out of Office

I’ve created a support request form for my team using Microsoft Forms, which allows users outside of our organization to submit requests. I’ve also set up an automation through Power Automate to send an email with the support request information to the appropriate team member.

The challenge I am facing is, if a team member is out of the office, I want the automatic reply to go directly to the person who submitted the request. I want them to receive the automatic reply.

Some additional information to keep in mind:

The emails are sent from a shared mailbox, but the setup is technically linked to my personal email account. I’ve managed to configure the automation so that emails are sent from the shared team email and go to the "sent folder" within the shared email rather than my own, but it is still set up under my account
The form submissions come from external users, however I’ve ensured that replies go to the email address inputted by the submitter on the actual form
When I tested the process with automatic replies, the replies were directed to the shared team email, as that is the original sender, rather than the submitter

Thanks in advance for any advice!

I believe what you're looking for is outlined in this YouTube video: Office 365 Outlook Actions: Get Mail Tips For A Mailbox V2. It is about the action Get Mail Tips for a Mailbox. This would be when someone has an out-of-office notification enabled.

I am not sure this is exactly what you're look for as you also mention "When I tested the process with automatic replies, the replies were directed to the shared team email, as that is the original sender, rather than the submitter." So, you workflow is sending the submitter a reply from a shared mailbox, and then they reply to that e-mail, and it goes back to the shared mailbox? If so, that would make sense. If the submitter is replying to an e-mail they got from your flow, why would you want the response to go back to them? Is your intent that you don't want them to reply to the e-mail or do you want it to go to someone else?

If you don't want them to reply to the e-mail from the shared mailbox, I would do this:

Add a note to the e-mail that is sent such as: Please do not reply to this e-mail message as you will not receive a response. If you have questions about the request you submitted, please contact mail.address@domain.com.
If the e-mails are being sent from a shared mailbox, I then assume you are sending them using the action Send an e-mail from a shared mailbox (v2) action. If so, expand the advanced options and set the reply to e-mail address to the person who submitted the form provided you capture that in the original form.

If you want it to go to the team member you sent the request, then specify their e-mail address in the reply to field instead.

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