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Sending emails with attachments based on form responses

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Posted on by mbowline

17

Hello,

We're trying to create a flow for a form that will send the respondent specific files depending on what options they check within the form.

Ideally, there would be a default set of files that all respondents receive, plus additional files depending on their answers, with probably 4-6 total combinations to be sent out.

Is there a way to do this? I understand how to send an email with an attachment and how to get the files from SharePoint, but I'm unsure of how to get the email to choose the attachments based on the responses. I'm not even sure if this is doable, but I appreciate any assistance.

Thank you for any help!

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Rhiassuring 8,690 Moderator on at

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Re: Sending emails with attachments based on form responses

Hi there,

Yes! There is a way to do exactly what you want to do.

The first thing you will want to do is identify the questions / answers on your form, and what files will go along with them.

I'll assume you already have that. Now, depending on the complexity, you may want to create a matrix (ie, like a SharePoint list where you can just scan for a combination and grab the files associated), or, you could just use a switch in your flow, and fill out a variable depending on the need.

Let's talk about your form first. What does the combination of answers look like?

R

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mbowline 17 on at

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Re: Sending emails with attachments based on form responses

That's great to hear!

We do know which files would go out based on what answers. I'm afraid I don't know what a matrix is, would you know a tutorial to create that? I'm eager to learn but we haven't been using 365 for long so there's a lot.

This is the relevant section of the form we have currently.

We would like every email, by default, to have Group A files attached.
On top of Group A, the following responses would affect further paperwork:
#4 "Claim" would have Group B files added, nothing for "Notice"
#5 would not add extra files for "No", add Groups C & D for "Suspected/Unsure", Group C for the first "Yes" or Group D for the second "Yes".
#6 would add Group E for "Yes" and nothing for "No."

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