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Email notification using Microsoft Forms and Microsoft Teams Planner

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Posted on by User25

Hey Everyone,

I originally set up a Microsoft Teams Planner to keep track of outstanding requests from other teams. These tasks are created via responses from a Microsoft Forms.

After automating this, I cannot figure out what is the best way to send an automated email notification after the task is completed back to the person who originally request it. Within the Microsoft Forms, there is a spot for them to add their email address. I also noticed that there is a separate field known as responder's email which can be used. However, how can I get either the Responder's email field or the Microsoft Forms email field to populate in the Send Email notification part of the flow.

Current Process is

When a task is completed -> Send an email notification (V3)

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Building flows

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Ellis Karim 11,681 Super User 2025 Season 2 on at

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Here is one way to get the Responder's Email address automatically without them needing to fill in their email address on the MS Form. Then you can use the Responder's Email address in your flow.
Set the Forms setting to allow "only people in my organisation can respond":
You can get the Responder's Email using dynamic content:
Ellis

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User25 20 on at

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Hi Ellis,

Reponder's Email is not an option in my flow even after trying to add get response details.

When a task is completed
Group ID and Plan ID are entered
Get Response Details
Added Form ID for the Microsoft Forms that corresponds to the Group ID
Response ID only populates the following options

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Ellis Karim 11,681 Super User 2025 Season 2 on at

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If your form includes an email address field that they need to manually enter, then this field and all the other form fields should be available as dynamic content:
Ellis

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User25 20 on at

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I tried to add in the flows shown in your screenshot but then I am unable to add in the flow of when a task is complete.

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User25 20 on at

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my current flow is as follows

When Task is completed (Group ID and Plan ID) -> Get Response details (Form ID and Response ID) {Response ID is Percent Complete} -> Send an email notification v3 {To is listed as Responder's email}

I end up with the following error message

{"errors":[{"message":"The to array is required for all personalization objects, and must have at least one email object with a valid email address.","field":"personalizations.0.to","help":"http://sendgrid.com/docs/API_Reference/Web_API_v3/Mail/errors.html#message.personalizations.to"}]}

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