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Send email when a specific response on MS Forms is received?

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Posted on by clairebear1

Hello,

I work for a small mental health charity and am trying to set up a system so their service can be monitored online (vs on paper as it has done until now!) I've never used Power Automate before and am finding it a minefield.

So far we have the monitoring form set up as an MS Form with the responses going into an Excel sheet which is stored on Sharepoint.

I would like to set up two flows so that:

1) The local colleague (inside our organisation) receives an alert when a response is received in their county (question on the form asks which county)

2) The therapist who fills in the form (outside of our organisation) receives an email with the responses on the form.

Is this possible? & where do I start please?

Any help is greatly appreciated.

Many thanks,

Claire

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Building flows

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Pstork1 68,707 Most Valuable Professional on at

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Yes, it should be possible. You'll use the When a form response is submitted trigger followed by a get response detail action.

1) You will need a data source somewhere that can be used to cross reference the local colleague with the county. then use the county answer to find the email of the local colleague and send them an email.

2) This is a bigger problem. If the therapist is outside your org then the form was submitted anonymously, which means the email of the submitter is not included automatically. So you'll need to add a question to the form for the therapist to add their email. Then use that answer to send an email back to them.

It will look something like this

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ScottShearer 25,270 Most Valuable Professional on at

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@clairebear1

I suggest storing the email addresses of the local colleagues along with their county somewhere - either in an Excel table or in a SharePoint list. You can lookup the county and email address when a new Form comes in and store the email in a variable. Use that variable in the email TO: line.

You can use a Office 365 Outlook send an email action to send an email to the responder along with the responses provided that you ask for their email in the Form.

If you tell me where you want to store the County info, I'll provide an example if you need it.

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