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Provide single use tokens to users

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Posted on by Tanya-RTS

Hi, I have a use case where I have a list of tokens that give user access to download something.

At the moment they have to email the admin and ask for a token, we look at our list in a spreadsheet and see which ones have not been used yet and then provide the users with the next available one. This then gets marked as used.

Is there a way we can automate the request with either a form or an email, then the list gets checked for the next available token and it gets sent to the user automatically? The list can also be in any format like a database. One used there needs to be some way of this being marked used.

I appreciate any help!

Thanks in advance.

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Barret 652 Most Valuable Professional on at

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A pretty straightforward way to do it is to get the list of rows from Excel, then filter that returning array to get the first row where there isn't an email address assigned to it. There's another answer here that shows you a good way of approaching that. Once you have that row, then you can use the token itself as the key (since they are unique in the spreadsheet) to then update the row back in Excel. Here's a good video on YouTube that covers updating an Excel Row if you need it.

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Paul_M 264 on at

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Hi @Tanya-RTS ,

Step 1: Submit Microsoft form to request to download. (get their email address)
Step 2: Power automate flow: when a form is submitted.
get token information from excel and
send an email with their token.

Your excel key value would be Used column.
If the used column is empty then send the return the value.

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Tanya-RTS 2 on at

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Thanks @PaulMatha, that has helped me along a bit figuring out how to access data from a spreadsheet, but I am still lost on how to select the value from column A (the token) and send it to the email from the form input (using Microsoft forms) then adding that email in a new column to the row the token is in.

I struggle the most over having to provide a key, but I don't know how to reference the row with the next available token so I don't know what to put in the key value.

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Paul_M 264 on at

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Hi @Tanya-RTS ,
Yes, this use case is feasible with power automate.
You can integrate you flow with Excel or any database and outlook to send emails.
Try checking out the below video.
https://www.youtube.com/watch?v=kbYGFIo0WGc&ab_channel=AndersJensen

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