Power Platform Community Forum Thread Details

Hi!

I created an MS form to register attendance in an event with 10 panels. There is a multiple-choice question indicating each panel. Each respondent can select as many panels they want to attend but we have a limit of 10 spots per panel. So I want to automate the email to respondents confirming their registration (up to 10 selections of a given panel) or informing them that registration for the specific panel has not been accepted due to the limited number of seats available (in the case of 11 or more responses for that "question"). How do I automate that? I can't find any condition that allows me to count the number of replies of a specific option (in this case, a panel) and email someone when one of them is over the limit of 10 responses. Any idea?

Categories:

Power Automate Desktop

I would build a SharePoint list to track attendance.

Panel Name, Panel Date / Time, Seats Available.

First entry might look like: Rhia's Power Automate 101 Session | December 31, 2023 | 10

When you receive a new form response, you'll do the normal...

"When a new response is received"
"Get response details"

Then, since you have a multiple choice, you have to do the clean-up for that ( check out this solution if you need assistance with that part: https://powerusers.microsoft.com/t5/Building-Flows/Multiple-Choice-data-from-Microsoft-Forms/m-p/415... )

Next, for each item from that array (the one that's created from cleaning the multi choices), you will do the following:

1) "Get Items" from that SharePoint list, filter query on Title eq 'Panel Name' (where the part between the ''s is the panel selection from the user, you can use the dynamic content.)

2) Condition: if Seats Available is greater than 0, simply update the field with Seats Available - 1. If Seats Available is equal to 0, then Send an Email.

That's it if you want a separate email per Panel rejection. If you want ONE email with all of the rejected panels, you'd just create an "arrRejection" or something like that, and "append to an array" with the name of the panel they were being rejected for, and send an email outside of the Apply to Each if length(arrRejection) is greater than 0.

I also note you've tagged your post with Power Automate Desktop, but I suspect you are using cloud? Or, if you're not, you should be for this kind of thing.