Send e-mail to customer when note is added

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Posted on by mvdb

I have a form on my portal for customers where they can report problems, beneath the fields there is a notes-section where the customer and admin of the platform can exchange messages about the problem. As the customers won't check this notes-section themselves. I want to set up a flow that sends my customers an e-mail when I, the admin, add a new message to the notes-section. Is this possible?

My external users who log into my portal are stored in my standard table 'Contacts' and all my different portal users are defined as 'SYSTEM' this makes it hard to identify them and even harder to know which records (and also notes) are created by who. Can someone help?

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Power Apps portals

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Fubar 8,487 Super User 2026 Season 1 on at

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Records created via the Portal are created by SYSTEM, other records as a general rule are not (but can be in certain situations) - I usually use the Portal Comment activity for this purpose (then you know it is from the portal if created by is SYSTEM), also usually add a Metadata item to the Entity Form (related entity tab) for the activity (e.g. have a field 'created on portal' yes/no' default to no, but set it yes in the metadata item).

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