Flow to trigger email reminder based on forms questions with name and date

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Posted on by MelanieW

Hi there

I'm trying to create two flows based on forms answers:

1) A scheduled flow that triggers an email to the form owner and the person that completed the form (and, if possible, also to the person specified in question 8

2 days before the date specified in question 10

and on the day of the date specified in question 10

2) A flow that triggers an email to the person specified in question 8 that they have been assigned a task

Please can you help?

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Building flows

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JamesDix_n 203 on at

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Hi Melanie, thanks for sharing your request.

I think it might be easier to answer your second question first as this should be a relatively straightforward flow.

Essentially, you'll want the trigger to be 'when a new response is submitted' for MS forms.

You'll then want to take the dynamic content from the form submission and populate the automated email to the person. You could include the people in section 8's emails so that you can use them as dynamic content. You might have to re-phrase the question slightly to accommodate this. So for example: "Who does this task sit with, Name1, Name2 or Name3? Please select their email address."

The automated email making use of dynamic content would say something like:

Email: [Dynamic content]
Subject: You've been assigned a task.

For your first request, I don't think you'll be able to use a scheduled flow if you do not already know the timescales you are working with. You may be able to build a similar flow to the one suggested above but by making use of the 'Delay until' function in Power Automate and the dynamic content of question 10. You can then use this date and a format date time expression to have the email sent two days before the one entered in question 10. I hope that all makes sense.

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MelanieW 4 on at

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Hi there
Apologies for the delayed reply, only just had chance to come back to this. The above makes sense but I'm struggling to get dynamic content to appear as an option. I've tried different email 'actions' but one shows no dynamic content is available from the form I'm selecting (i changed the name field into email addresses as suggested), and the other only shows response ID as an option. Sorry if this is really basic stuff but I'm still stuck!

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MelanieW 4 on at

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Sorry, please ignore the above, I didn't realise you had to have an action to 'get responses' first. Hopefully that will work.

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