Two microsoft forms: Sending email and approval

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Posted on by Qistina

Hello,

Can anyone help me please?

I have two forms:

1. HR form

2. HOD form

When HR fills the first form (HR form) and select the option IT department in the question, an email will be sent to the HOD of IT department. Like this:

Then, the HOD of IT department will click the link and fill out the second form (HOD form). After they click submit, it's supposed to go to the Executive Director for approval.

Then, if approve, it will create a task for the IT department.

If reject, it will send an email to the HOD.

Now I'm testing the flow manually and use my own email first.

The problem is, when I fill the HR form, I received the email (refer attachment above) which is correct, but I also receive the approval (refer attachment below) which I'm not supposed to receive until I fill the second form (HOD form).

Can someone help me please? Thank you very much

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narayan225 2,547 Super User 2025 Season 2 on at

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@Qistina

Based on what you have outlined, there should be 2 flows:

When HR form is filled out, it should send an email to the HOD with the HOD form link.

When HOD form is filled out, it should send an email to the approver with the approval email.

I suggest you check the flow that you have create for approval if it using the correct reference of the form that should be triggering when HOD form is submitted.

Hope this helps.

Cheers!

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Qistina 78 on at

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@narayan225

Hi Narayan, thanks for the reply. Here is my flow:

Under Switch, I use Case:

Here's the approval flow. In the details, I add all the dynamic contents from "Get response details from HOD" already

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narayan225 2,547 Super User 2025 Season 2 on at

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@Qistina

You cannot design a flow like this. Your trigger is using the HR form and the response ID is also from HR form. You cannot use a response id from HR form to get the response detail from HOD form. It doesn't work like that.

You will need to create separate flows.

HR flow

triggered when HR form is submitted

gets the response,

uses switch case

sends an email based on values

HOD Flow

triggered when HOD form is submitted

gets the response

sends an approval workflow

Hope this makes sense.

If you are using data from HR flow as well as HOD form together in your workflow, you will need a place to store the data from HR flow temporarily.

Cheers!

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Qistina 78 on at

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@narayan225

Hi Narayan,

"If you are using data from HR flow as well as HOD form together in your workflow, you will need a place to store the data from HR flow temporarily."

May I know how to do this? Because yes, I need the data from both flows together.

Thank you

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Verified answer

narayan225 2,547 Super User 2025 Season 2 on at

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@Qistina

You can use excel or SharePoint list to store that information. Later when another form is filled, you can retrieve the information and delete it so that it cannot be reused again.

Hope this makes sense.

Cheers!

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Qistina 78 on at

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Dear narayan,

Thank you so much for your help. It works!

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