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Hello,
I am using MS forms as a site diary for a construction company. The form is completed on site and a summary email is sent to the relevant people using power automate so they can see what work has been done. We also have some conditions to report certain issues to stakeholders.
Currently, we have a MS form and power automate flow for each project, but this is becoming too onerous for me to set up and manage. We want one MS form to cover all projects and one power automate flow, but this has presented some challenges.
The new MS form has a drop down list with our current projects and I have a list of email recipients for each project (Project Manager, Ops Manager, Commercial etc). I want power automate to look at the response to the question "Project?" and then look up the email recipients from my list to send the email to.
I've looked online and I can use a switch/condition, but we have many live projects and new projects start all the time, so I don't want to a send email action for every project. Does anyone know how I can create a send email action where the recipient list can be looked up from a list? Currently the Project Managers only get push emails from their projects. In its current form, everyone will get an email about all jobs which is going to spam them with unnecessary emails.
Ideally, I want to limit the ongoing changes to adding a new project to a drop down box and to updating the project recipient list. I don't want to be adding/removing switch/conditions.
If anyone has any ideas, or can point me in the direction of any solutions it would be greatly appreciated.
Cheers
Steven
Hello @creativeopinion ,
It's currently saved in excel on my desktop - Where is the best place to save this?
Thanks
Steven
@StevenMc1 No worries. So there are a few ways you can manage this. Can you share a screenshot of what your SP list looks like—it'll help.
Since you are new to PA.... if you are interested in levelling up your PA skills check out this video: Power Automate Beginner Tips and Tricks | 5 Things You Need to Know – Part 1
I cover the following in this video tutorial:
âś… Power Automate Beginner Tips and Tricks
âś… Why use the Manual Trigger instead of an Automated Trigger
âś… 3 Ways a Compose Action can help you build better flows
âś… How to Manually Trigger a flow with a specific Date and Time
âś… How to return a count of items
âś… How to use the top count
âś… How to send test emails
Thank you for responding so quickly.
I should have added to the original post that my working knowledge of PA isn't great, but I have managed to get it to do what we need as a business.
I've added a screenshot of the flow so you can see what I am working with. We have a MS form and Power Automate flow set up for every project like this. Currently I just type in the names of the recipients for each project in each 'Send email' step.
I did find a video earlier that showed me how to save multiple email addresses as one line of text separated by semicolons, but I figured I could just populate that when a new project goes live. My thinking there was I would only need to add the new project code/name to the MS form, and then I'd need to create a single line of text containing the intended email recipients in my projects list.
That's why I'd like to get Power Automate to look at the project in the MS form response, look at my list of projects and email recipients (saved somewhere - OneDrive or SharePoint?), and then send the push email to those people.
There may well be an easier/ tidier way of doing it, but this is how I've visualised it based on my knowledge of Power Automate.
I hope that all makes sense. I will watch the video you have posted now (thank you)
Cheers
Steven
I should have added to the original post that my working knowledge of power automate isn't great. The flow
@StevenMc1 Are you using a person column for the recipients? Or are you using a single line text field?
In the meantime, you might be interested in this YT Tutorial: How to Get a Microsoft Form RSVP Response into a SharePoint List
I cover the following in this video tutorial:
âś… How to get a Microsoft Form Response into SharePoint
âś… How to get a Microsoft Form ID
âś… How to get a Microsoft Form response
âś… How to Build a Microsoft Form with Conditional Fields
âś… How to used Branching in Microsoft Forms
âś… How to format Microsoft Form multiple choice responses for a SharePoint multi-choice column
âś… How to parse a Microsoft Form multiple choice response as string of text
âś… How to convert a text response to a number
âś… How to use the Switch action
âś… How to create a custom email confirmation for a Microsoft Form submission
âś… How to Create a Custom View in a SharePoint list
âś… How to use the Compose Action
âś… How to write Power Automate Expressions
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