Get field from a Cognito form and use it another flow for email

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Posted on by cchung

Hello,

I have 2 flows for a document approval process that I am working on.

The first one triggers when a new entry is created in Cognito forms.

Then it saves the attachment from the file upload field on the form to a folder in SharePoint.

Then the second one triggers when a file is created in SharePoint, runs the document approval step, and then sends an email notifying if the document was approved or rejected.

Currently the email address is hard coded, but the Cognito form has an email address field on it.

How can I send that email address to use in the To: field of the "Send an Email (V2)" step in the second flow?

One thing that may help, I am keeping records of the approvals in a SharePoint list, maybe I can store the email in there and retrieve it?

I am doing this in my second flow.

Not sure how I would retrieve it and make sure it is linked to the correct document that was uploaded.

Thanks!

1st flow (copies the attachment from Cognito to SharePoint):

2nd flow (creates an initial pending item in a SP list, sets off the approval process, then emails of approval/rejection moves the file to approved or rejected folder, then updates the status of the item in the SP list):

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Building flows

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Michael E. Gernaey 53,963 Moderator on at

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Hello,

Can you see if it shows up as a Dynamic Property from the trigger? To the best of my knowledge that is the only way you can get that property.

So if it does, just plop it in the Email To (whats the format of the email?)

Cheers
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Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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cchung 10 on at

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My question is how can I get that email address to show up in the second flow from the 1st flow while keeping a link to the correct record and document that was uploaded? Right now, it is only dynamic in the 1st flow.

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Michael E. Gernaey 53,963 Moderator on at

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Good Morning,

Ok, so here is what you do. Please note I do not have a Cognito license, so I am pretending its Cognito but it works EXACTLY the same.

In Flow 2, use a Manual Trigger and add an Input. You have 2 choices
a) Use an Email Address Input
b) Use a TextInput Input

--It depends on how your email property looks like from Cognito or if its many email addresses. Either Input type will work for Send Email

In my example I have 2 flows. My example Says write a file in the title, but I also send an email
Send file content to a child flow will send content AND an email address to the child flow, Write File Content

Here is my Flow 2 Trigger
In Flow 2, Here is my send email using the Dynamic Property EmailAddress from the Trigger
In Flow 2, here is a second example of my using the EmailString instead of EmailAddress. Note these are just 2 different inputs, one of Email and one of String

Then from Flow 1
My Manual trigger has 2 email Inputs just like Flow 2, String and EmailAddress

Flow 1
Then in my Run a Child Flow I put both properties in. Again you do not need both this is an example so you can choose which one you prefer
And that is how you would pass the Email Address, either by a String or by an actual Email Address Input.
Instead of using the 2 properties I have you would pass your Congito Trigger email address property. I would suggest passing it as a String to be safe.

Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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