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Email recipient based on Form response

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Posted on by NickT Microsoft Employee

I am using a Microsoft Form to collect input from users, and want to email the form results to a recipient based on the response to one of the questions. The question requires the user to select from a list of 10 choices, and I want to do a lookup to determine the corresponding email recipient for each choice.

I am currently using a deeply nested if-then flow to implement this. It works, but I want to make this easier to maintain by maintaining a lookup table - either in the flow itself or externally in Excel, and passing the corresponding email address to the "Send an email (v2)" action. Would really appreciate a sample or pointers on what components to use to implement this.

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Building flows

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RobElliott 10,313 Super User 2025 Season 2 on at

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Re: Email recipient based on Form response

@NickT instead of using nested conditions it would be better if you used a Switch control which is a type of condition and just looks at one thing, in your case the selection from the 10 choices. Depending on what is chosen then you have the actions in each case channel. With a Switch you can have up to 27 cases (i.e results from the switch) and it makes it much easier to maintain.

Rob
Los Gallardos
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NickT Microsoft Employee on at

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Re: Email recipient based on Form response

Thanks for the response Rob.
Switch is definitely an improvement on nested if-then conditions, but it still requires that I maintain the 10 switch branches. If I want to update the email text, I need to update this in 10 places etc.
I am really looking to do the response -> recipient lookup in the flow, set this as a variable, and pass this to the recipient field of the "Send an email (v2)" action.

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NickT Microsoft Employee on at

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Re: Email recipient based on Form response

I ended up using Switch after all.
The 1st switch simply sets the MailTo variable to one of 10 email addresses based on a response in the form, which I use later in the "send an email" action.
I ended up adding a 2nd switch to host the send email action so I could use different email templates.

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DH-08110422-0 2 on at

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Email recipient based on Form response

I've set up my flow just like this for a similar project. However, the flow will only ever send the email to the account that is associated with the form (my email). It does not send the email to the address entered for each response on the form. Any ideas why or how to fix the issue?

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