Unanswered

Send an email to a recipient list based on response to MS form question.

(0) Share

Report

Posted on by StevenMc1

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

Categories:

Building flows

I have the same question (0)

All responses (4)

Answers (0)

creativeopinion 10,502 Super User 2025 Season 2 on at

Like (0)

Report

@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:
✅ How to get a Microsoft Form Response into SharePoint
✅ How to get a Microsoft Form ID
✅ How to get a Microsoft Form response
✅ How to Build a Microsoft Form with Conditional Fields
✅ How to used Branching in Microsoft Forms
✅ How to format Microsoft Form multiple choice responses for a SharePoint multi-choice column
✅ How to parse a Microsoft Form multiple choice response as string of text
✅ How to convert a text response to a number
✅ How to use the Switch action
✅ How to create a custom email confirmation for a Microsoft Form submission
✅ How to Create a Custom View in a SharePoint list
✅ How to use the Compose Action
✅ How to write Power Automate Expressions

Was this reply helpful? Yes No
StevenMc1 4 on at

Like (0)

Report

@creativeopinion

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

Screenshot 2024-0...

Was this reply helpful? Yes No
creativeopinion 10,502 Super User 2025 Season 2 on at

Like (0)

Report

@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:
✅ Power Automate Beginner Tips and Tricks
✅ Why use the Manual Trigger instead of an Automated Trigger
✅ 3 Ways a Compose Action can help you build better flows
✅ How to Manually Trigger a flow with a specific Date and Time
✅ How to return a count of items
✅ How to use the top count
✅ How to send test emails

Was this reply helpful? Yes No
StevenMc1 4 on at

Like (0)

Report

Hello @creativeopinion ,

It's currently saved in excel on my desktop - Where is the best place to save this?

Thanks
Steven

Was this reply helpful? Yes No