Send email with information from completed form based on sharepoint list data

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Posted on by darklude

Hi everyone,

I'm new to all of this power automate, forms, etc... so bare with me 🙂

I'm trying to accomplish something with MS Forms, Flows, Power Automate and SharePoint list. Basically here's what I'm trying do to:

1. I've a form (Onboarding) that is fill out through a Power Apps (by HR) that I created and this will populate a SharePoint list (New User Info". This part is working without issue.

2. Once there's a new entry in the SharePoint list, a MS Flows is triggered and will send an email to the IT team and to the manager (based on the manager that was selected in the initial form (Onboarding). This part is also working correctly.

Now the tricky part for me:

I will add a "form" (choice with multiple answers) link in the email that is send to IT and the manager asking the manager to select what software is need for the new hire. What I would like, is to notify IT by email when the software form is submitted including the form answers and also (that's the part I really don't know how to do it ... if feasible) the name of the new user that will need this new software. This "new user" is one of the field/column in my SharePoint list (New User Info).

Normally that would be the latest "created item" in the SharePoint list but if the manager respond the the form later and in the mean time another entry is done in the "New User Info" form, it will not match... Is there a solution for this or I'm just a dreamer? 🙂

Thx!

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Building flows

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ChadVKealey 1,393 on at

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If I were tasked with this project, I would create a new SharePoint list ("New User Software Requests" or the like). This would have columns for "User Name", another for the applications they'll need and a status column (for IT to track that the software's been installed or enabled). The software column would be the possibly complex part, because you want to make it easy to use, but also extensible so you can add in other software later. I would probably use a multi-select lookup column to a separate "Software" list; adding new choices would just require adding them to that list.

I would create an app that showed each manager their "new users" with a button to "request software", which would open a form (on another screen or in a dialog) with that user's name pre-filled and a control (multi-select combo box?) to select the necessary software. You could even provide a deep link (in that email sent to the manager) to the selection form for that particular user. I would incorporate a checkbox at the end where the manage can "Send to IT" (because they may need time to consider what the user's needs will be before submitting the form).

All in all, this is doable, but I would build it in Power Apps. You could use a Microsoft Forms form, but you'd have to rely on the manager to properly type in the user's name, which would be cumbersome for them and problematic for you when they don't enter it correctly.
darklude 2 on at

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Thx a lot for the detail answer ChadVKealy ... I'll explore your proposition but indeed having the manager manually entering the user name could induce possible error.

Thx,