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Power Platform Community / Forums / Power Automate / Sending email reminder...
Power Automate
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Sending email reminders to complete Microsoft Forms

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I would like to use Microsoft Forms to send a survey to recipients outside of my organization so that they may respond anonymously.  In so doing, I would like recipients to respond only once to the survey and send reminders periodically only to those recipients who have not yet responded.  A member of the Microsoft Forms Community said that they only way to accomplish my goals is to use Power Automate to send the survey.  Are you able to reply with instructions that will help me achieve my objectives?  Thank you! 
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  • Michael E. Gernaey Profile Picture
    53,452 Super User 2025 Season 2 on at
    Hi,
     
    I do not know why people said it has to be sent via Power Automate, that makes no sense. You just need the link and to make sure the form is configured properly for external users, and you can send the link via email. Sending it via Power Automate doesn't make sense to me. Understand that part is a Forms thing, not a Power Platform thing.
     
    Also, saying you only want them to respond once that is also a Forms Thing NOT a Power Platform thing. Simply configure the Form so they cannot respond more than 1 time and you are good
     
    However, and this does not change what I said at all, you said you want to remind them to respond. Which means you need a way to track who has and who has not responded. But you cannot do that, because they are answering anonymously, because it would no longer be anonymous if you are tracking them.
     
    But you are required to be anonymous to the people outside your organization.
     
    So you have to figure out what you want to do, because the only way to do what you are asking would be to create something that you add to a form and map that to a user, but then you need a way to store the tracking and mapping. Which means you need an App or a Power Automate Flow, or any other manner of ways to send a link to the people and specifically find a way to track (IP/Name/Email/Etc) so you know who responded.
     
     
     
  • JM-25022139-0 Profile Picture
    2 on at
    Hi Michael,
     
    Thanks for your reply.  I am sending a survey to users outside of my organization.  To do that within Forms, I must select "Anyone can respond".  When I make that selection, I do not have the option to limit the recipient to one response.  Is there another way to configure the form for external users that I am missing?  And do I understand that you are saying that since I am sending surveys to users outside my organization I will have to track them to only send reminders to users who have not yet responded, and the only way to track them is to send the form via a Power Automate workflow? Thanks for the help!
  • Suggested answer
    EMJP Profile Picture
    6 on at
    Hi, 
     
    I agree. You need to find a way to track who has responded and who hasn't. (sms, WhatsApp, Teams) With Power Automate, you can distribute the survey link and send reminders.
     

    I hope this is helpful.
     
     
     

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