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Dynamic email insertion (in Flow) for Forms email notification

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Posted on by Nick3333

I just built a form for our receptionist to log a sales inquiry that comes in via the phone. Once the form is completed and submitted I want an email notification of that form to go to the appropriate sales rep (we have 6 sales reps) The receptionist knows which sales rep should receive the lead based on the state the caller is based so I don't need any sort of lookup. What is I want is this. If the receptionist selects "Bob" as the sales rep on the form, I want an email with all the prospect's info sent to Bob. I created a flow to send a notification email upon form submit, I configured the email in an easy to read format but what I can't figure out is how to setup the "To:" field on the email address, I was thinking that - If "sales rep" equals "Bob" then insert "bob@xyz.com" OR if "sales rep" equals "Jane" then insert "jane@xyz.com" (etc..) I don't think that's quite the logic but that's the idea. How do I do this? I put a multi-choice field on the form with all the reps names. I was thinking that based on whatever name was selected their email address would be inserted to the "To" field on the notification email. I'm OK changing the format of the "Sales rep" field on the form to make this work. Thanks!

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MattWeston365 1,701 on at

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Hi @Nick3333 , you're almost there with the logic.

In your Flow, rather than having multiple IFs, you could use a Switch statement.

Each leg of the switch would be the name of your sales rep and you could then insert the relevant email address.

E.g.

Case "Bob"
Set email address to "bob@xyz.com"

Case "Jane"
Set email address to "jane@xyz.com"

Case "Matt" etc

If you're sending a simliar email to each person, then if you're not doing it already you could "Initialize a variable" before the Switch control called email address. In your switch statement you "Set variable" to the relevant email address. Then after the Switch control, have your "Send an email" action, and use your email address variable as the To address. This way you only generate the email once, and you dynamically select the To address.

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ScottShearer 25,290 Most Valuable Professional on at

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@Nick3333

If you post ascreen shot of your Flow, we can probably provide additional help.

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v-yamao-msft Microsoft Employee on at

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Hi @Nick3333 ,

Do you want to return corresponding email address according a selection from Forms?

Please take a try with the following code, which will return a correct email address once the form is submitted.

The function is:

if(equals(body('Get_response_details')?['rf03a8402796d4108ab1ebaf6c3e26c2b'],'mabel'),'mabel@xxxxx.onmicrosoft.com',if(equals(body('Get_response_details')?['rf03a8402796d4108ab1ebaf6c3e26c2b'],'test4'),'test4@xxxxx.onmicrosoft.com','test2@xxxxx.onmicrosoft.com'))

Image for your reference:

Best regards,

Mabel

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Nick3333 5 on at

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Matt, thanks

It took a few to understand your reply, not knowing forms/flows that well but this is exactly what I ended up doing and it works perfectly.

Thanks again

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