The recommendations above (Power Apps or MS Form) are definitely the best way to go. If you just need to collect the mileage each month for each driver, I would say that a MS Form solves the problem, and it's easier to set up.
You will need 2 flows for that. Let me help you with a few requirements.
Flow 1 - Sending reminders to drivers:
- You will need a list (ideally a separated SharePoint List, or even an Excel file) to store the unique names/email addresses of your drivers. This is the list that will be read each month by your flow.
- You will need an email template, that will be sent every month to the drivers. This template will be written directly in Power Automate, and you will use dynamic contents to dynamically reference the drivers name/email address.
In summary, 4 steps only: (1) Scheduled trigger, (2) read the data from the drivers list (List rows present in a table, from Excel connector; or Get items, from SharePoint), (3) an Apply to each loop, to iterate each record from your list, and (4) Send an email, to actually send the reminder.
Flow 2 - Recording the Form submission
- You will need to set up a MS Form asking for the mileage. Assuming that the drivers have an Outlook account in your org, you can automatically capture who submitted the form, so you don't even need to ask about it :) If they don't have this account, then you may need a second question to ask about their name, or email address (email is usually better, since people can write their names in different ways). The date of the submission can be also collected.
- You will need a SharePoint List to store the results (and you already have it).
In summary, 3 steps only: (1) Your automated trigger (When a form is submitted), (2) a "Get response details", from MS Forms connector, so you can access the Form answers for each submission, (3) Create item, from SharePoint connector, where you will reference the dynamic content from the Form answers to populate your List.
Finally, here you can find some content that I've created about the topics discussed here. They won't directly address your use case, but they can give you a better idea on how to combine the different Power Automate features to get a solution that fits your needs :)
Let me know if it works for you or if you need any additional help!
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