Sending an email automatically to the person who completed the form

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Posted on by Kesha_011

Hello,

I would be very grateful if someone can help me find the solution to this.

I have created a form to get contract information from suppliers which has the questions such as supplier name, supplier email, supplier telephone, contract value etc. When they have filled out the contract value, we calculate the amount of commissions that they are required to pay us from our end as the form can't do this. So, when this form is filled, we would like to send them a receipt with the total amount they are required to pay to the email they input in to the form.

So my question is, how can I send an email with the amount that is calculated in the form to the supplier, using the email they added to the form (which gets recorded in the spreadsheet, alongside the other information)?

I've added a screenshot of the format of the table that I'm working with.

Thanks a lot!

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Building flows

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JonDoesFlow 1,304 on at

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Re: Sending an email automatically to the person who completed the form

Hi @Kesha_011

Is the form a Microsoft Form or some other form that feeds an excel spreadsheet?

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CU05111601-0 1,091 Super User 2024 Season 2 on at

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Re: Sending an email automatically to the person who completed the form

Do you want to do it in the same flow or another flow?

If the latter, you can create a flow that reads out the content of the Excel document (Excel: Get Rows). Afterwards you can set up a 'send e-mail' component in which you set the 'To' as 'Supplier e-mail' and the 'Amount Due' in the body of the e-mail. Ofcourse you will need a 'For each' for that in order to loop through your whole list. The variable needed in the 'For each' will be the output of your 'Excel: Get rows' component.

Hope this helps!

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Kesha_011 8 on at

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Re: Sending an email automatically to the person who completed the form

Hi @Jondoesflow

The Supplier email is fed through the form but the amount due is done by a formula on the sheet. Thank you.

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Kesha_011 8 on at

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Re: Sending an email automatically to the person who completed the form

Hi @Tjan ,

Would you mind explaining this process a bit to me as I am new to this automation world.

Thank you.

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GizzelleAkin 22 on at

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Re: Sending an email automatically to the person who completed the form

Hi @Kesha_011 !

If you still need some help with this, it's actually something I've done numerous times.....sending out emails from an Excel Spreadsheet.
A quick tip....you'll need to format the Excel data into a Table (highlight the data and select Insert Table) so the Power Automate Flow can read it.

Then you will create a Power Automate Flow either with "For a Selected Row" (if you want to trigger from Excel and only do some of them) or an Instant Flow with a manual trigger and "List Rows Present in a Table" (if you want to trigger from Power Automate and send to everyone on the list)
Once you have that in place, you will do an "Apply to Each" with a "Send an Email" action inside of it where you can insert the body of the email and the dynamic content from the Table.

So it will end up looking something like this:

Happy to help walk you through it in more detail if needed 🙂

Screen Shot 2022-...

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Kesha_011 8 on at

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Re: Sending an email automatically to the person who completed the form

Hi @GizzelleAkin,

Thank you so much for your message.

Can I please ask, is this triggered each time a form is submitted? and it's sent to the person who submits the form using the email address added by them to the form?

I have added an attachment to show the flow I have in place at the moment but I would like to set a flow which will be triggered automatically each time a form is submitted.

It would be very kind of you if you could walk me through this process in more detail as well.

Thank you!

Flow-3.jpg

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GizzelleAkin 22 on at

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Re: Sending an email automatically to the person who completed the form

Hi @Kesha_011

If I understand your initial explanation correctly, there is a bit of manual calculation you have to do on the commission amount before you want the email to send, correct?

One idea that is coming to mind if you want the emails to be sent one at a time with the Form fill......what if we did something like this:

When a new Form Response is submitted
Send an Adaptive Card to the person who calculates the commission
User Submits the Commission amount into a field in the Adaptive Card
Upon Adaptive Card Submission, email is sent to email address provided in the Form
(we can also have it update the Excel document too) 😉

Would a workflow like that potentially be a better fit?

If you'd like to jump on a call at some point and walk through the build together, I'm more than happy to!
Shoot me an email and we could schedule some time: gizzelle@gizzelleakin.com

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Kesha_011 8 on at

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Re: Sending an email automatically to the person who completed the form

Hi @GizzelleAkin ,

Thank you for your response!

The way it's set up is the form feeds information about the supplier such as the name, email, contract value etc and since the form cannot do any calculations, I have added a column in the table separately with a formula to calculate the commission value and the total of all commissions depending on how many contracts the supplier is adding it.

So we are not sending the it to anyone else to do the calculation and instead doing that on the same sheet, same table.

So, my question is, when this is done, how can I send an email to the person submitting the form with that total value that was calculated, using the email address they added to the form?

I already have something set up, which I added to the last message but this is done manually, but I want to see if there is a way to do this automatically?

I am not sure if this is actually something we can do at the moment but thought I should check.

Thank you!

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