Unanswered

Send an email with option to multiple users in order to update a boolen column value in sharepoint list

(0) Share

Report

Posted on by mthiru

Hello community,

Need your assistance please. I would like to send an email with options to 4 users. Each user has a task that is needed in the response Yes or No in order to update the boolean value on a SharePoint list. The purpose of getting responses via email is to limit the interaction on a Powerapps forms to selected few members. Since I only need the users response once their task is completed as Yes or No, I thought it might be more effective to get the responses via Email and then update the SharePoint List and sequentially track the progress of this flow.

I want to send an email to user DC and based on his/her response to update a column in sharepoint for the AD account, another email to RK for the workstation column, another email to NC for walk through column and so on..

Categories:

Building flows

I have the same question (0)

All responses (3)

Answers (0)

Sort by

Community Power Pla... Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

@mthiru

There are a couple of requirements that need to be met:
1. The email being sent must contain an identifier (pointer) to the task record ID it belongs. I had a similar need and solved this by adding to the subject an identifier that can be easily parsed. Subject would look like "Email subject [SID:##:SID]" where the ## is the record number (ID) the response applies to. The enclosure [SID: :SID] makes it easy to find and extract the ##.
2. If you use voting ballots on your email when the user replies "Yes" your subject will change to "Yes:Email subject [SID:##:SID]".
3. You need to know the record number this task belong to, so the ID on the list goes in place of the ## on the subject like "Email subject   [SID:21:SID]" would point to record 21 on your list.

An algorithm to do this can be as follows:
1.New email received at reply@yourcompany.com
2.Initialize variables: vSID = Get email Subject
3.If (Subject (vSID) contains "[SID:" and ":SID]" and "Yes:")
   Then:
     1. vSID = Get CCSID from Subject
     2. Update item
     3. Mark reply email as read and Flag as completed (optional step)
   Else:
     Do nothing.

Image below has the flow, hope this helps.

Angelo

Was this reply helpful? Yes No
mthiru 78 on at

Like (0)

Report
Copy link

Link copied!

@Anonymous I am not able to use the connector "When an new email arrives (v3)" as we are currently using exchange on prem.

I was hoping to utilize When at item is created or modified on share point or when a new item is created to send email with options to the users. I just didn't want to create one flow for every user to update each column. Worse case scenario, i guess, this will do. I fear is ill have too many flows configured and would require alot of management if any changes are required in the future.

Was this reply helpful? Yes No
Community Power Pla... Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

@mthiru

Creating the emails when a new SharePoint item is created is easy using the Email Notification control, this would not be a problem.

In regards to acting on multiple accounts you can simply use the Switch control instead of multiple flows, the same flow can handle all of them.

But question #1 to be answered is, how are you planning on triggering the Flow for the "Yes" replies?

Was this reply helpful? Yes No