Sending Email through powerApps Portal

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Posted on by Dhananjay_Patil

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Hi,

How can I send email on form submission in PowerApps portal?

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Building Power Apps

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Joel CustomerEffective 3,224 on at

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there are at least 3 different ways to send an email:

1. create a flow using the office 365 email connector
2. create a flow using the mail connector.
3. Use a CDS workflow and send email. https://www.azamba.com/2017/06/05/how-to-email-notification-workflow-in-microsoft-dynamics-365/. This is a legacy approach, and while I'm all about Flow/Power Automate, this still has one major advantage for Portal driven emails: email templates. https://docs.microsoft.com/en-us/power-platform/admin/create-templates-email
Workflows can send email with a template. Why does this matter? Because if you use flow and you want to change the message text, you need to edit your flow, and need permission to edit the flow. With email templates, I can allow a manager or someone who is not an administrator to edit and update the text of the message without having to republish customizations or deactivate my workflow. That is why sending emails is the one thing I still use workflows for via flow. Also, sending email via workflow stores a copy of the message in the activity history in CDS. Sending through option 1 or 2 above, does not.

@Dhananjay_Patil if this answers your question, please mark it a solution.

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Dhananjay_Patil 175 on at

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Hello @jlindstrom

Can you please send any reference link or tutorial for option 3rd (Create-templates-email)?

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Joel CustomerEffective 3,224 on at

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How to create email templates
from make.powerapps.com select the gear in the upper right hand corner and select advanced settings

Then from advanced settngs follow these instructions
https://docs.microsoft.com/en-us/power-platform/admin/create-templates-email

To send an email from a workflow follow these steps (also from advanced settings) https://www.azamba.com/2017/06/05/how-to-email-notification-workflow-in-microsoft-dynamics-365/

Most important: before you can send email using this option you need to set up server side exchange synchronization so.your emails will be sent https://docs.microsoft.com/en-us/power-platform/admin/set-up-server-side-synchronization-of-email-appointments-contacts-and-tasks

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Dhananjay_Patil 175 on at

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Hello @jlindstrom

Thank you for your support

I gone through links provided by you and also done the required steps.

This will send email in background whenever any entity record created, updated, deleted etc.

The solution am looking for is, I want to send email to a person based on any button click from PowerApps Portal web page.

Example scenario: Once admin user click approve button from web page email should be send to user with some text.

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Joel CustomerEffective 3,224 on at

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so my approach will work if pushing the button updates a field like the status reason on the record.
you can then trigger a workflow to send an email. I like this approach because it will show in the activity history.

and if the portal is the only place that field gets updated, it won't trigger for other types of updates.

@nickdoelman might have other ideas you could try.

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Nick.Doelman 45 Most Valuable Professional on at

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If you want to have a "Send Email" button, you could add a form action to trigger a workflow
https://docs.microsoft.com/en-us/powerapps/maker/portals/configure/entity-forms#entity-form-action-configuration

Then configure a workflow to send the email with text from the entity form.

Hope this helps
Cheers
Nick

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