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Send mail when received 5 submitted in a form. WORKFLOW

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Posted on by Community Power Pla... Microsoft Employee

Hi,

Is it possible to send a mail per 5,10,15,20 times I receive an submitted form. So every 5th time an email is sent out?

When a form is submitted in Microsoft Form then every time 5 new have been submitted I will receive an email?

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Building flows

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Ed Gonzales 4,531 Most Valuable Professional on at

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@Anonymous

Probably the best way to do this would be to have your first action add a row to a spreadsheet (or SP list) with an incremented integer. Later, you can have a condition to check if that integer ends in 5 or 0, and if it does, send you an email.

Just a thought, keep us posted.

-Ed-

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RobElliott 10,395 Super User 2026 Season 1 on at

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Hi @Anonymous, @edgonzales got there before me with the same solution using 5 and 0 but I'll post the screenshots of the flow example anyway in case they help. There is a SharePoint list called CropSurveyIncrement which will only ever have 1 item:
Separate SharePoint list holding the current value

Trigger, get the response details, get the value from the increment list

Add a condition

if the value ends with 5 or 0 send email, update the number

Rob
Los Gallardos
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Community Power Pla... Microsoft Employee on at

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My scope changed a bit. Is i possible to send an email every 14 days but only if new information is submitted from last time? 🙂

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RobElliott 10,395 Super User 2026 Season 1 on at

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@Anonymous you can certainly send an email every 14 days using the recurrence schedule trigger. But if a user submits a new form the problem you are going to have is how to compare the original submission with the new one. You'd need to have a SharePoint list to store the responses and when you send the initial email to the responder you'd include the ID number of the item in the SharePoint list, have a new question in your form for the ID number and ask responders to enter the ID number if they are updating details.

Rob
Los Gallardos
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Community Power Pla... Microsoft Employee on at

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@RobElliott If I make the list, and get all the submitted forms in this list - How do I then send an email per 14 days if something new is submitted?

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