Updating a sharepoint list with the email recipients

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Posted on 12 Jun 2020 10:11:51 by Community Power Pla...

Hello,

I am trying to figure out a flow, that allows me to send an email to multiple recipients through outlook.

then once this email is sent, a list in sharepoint would then update recording who I have sent the email too.

Would this be possible?

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Community Power Pla... on 12 Jun 2020 at 15:15:06

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Re: Updating a sharepoint list with the email recipients

Thank you very much been a pleasure

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ScottShearer 25,236 Most Valuable Professional on 12 Jun 2020 at 15:10:58

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Re: Updating a sharepoint list with the email recipients

@Anonymous

My suggestion is as follows:

Have a drop down list of course dates in your form and make selecting one required

Have 5 text boxes where individuals can enter email addresses - make the first one required

When a new Form is submitted, create a new row/record in a SharePoint list for each individual being registered

The columns for registered attendee should be a text column

Create views in the SharePoint list grouped by course date and additional views as required

Optional: Link an Excel document to the SharePoint list for further analysis

If you link then all you'll need to do is refresh the data which can be done automatically when you open the file

You can create a manual Flow (button) to send emails to anyone registered for a given course

You can create a scheduled Flow that sends out email X number of days before a course if you would like.

If you need help creating the Flows, assuming that you like this idea, let me know.

I will say that I'm not in love with this solution because there is no practical way to validate the email addresses.

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Community Power Pla... on 12 Jun 2020 at 14:55:14

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Re: Updating a sharepoint list with the email recipients

Outside

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ScottShearer 25,236 Most Valuable Professional on 12 Jun 2020 at 14:53:23

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Re: Updating a sharepoint list with the email recipients

@Anonymous

Are the individuals who register inside or outside of your organization?

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Community Power Pla... on 12 Jun 2020 at 14:41:54

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Re: Updating a sharepoint list with the email recipients

so i have a course that 50-60 users attend on average monthly.
people can book themselves or up to 5 users at a time using the MS Form

I would like to keep a record of this and I wondered if there was a way I could automatically take their information (name email and course selection) of each user and save this in SharePoint on an existing list of the ones I have already done manually

the ay it is currently done is exporting the form responses and then using this to capture emails, is there a way to automatically export the CSV file and then upload this to my Existing sharepoint

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ScottShearer 25,236 Most Valuable Professional on 12 Jun 2020 at 14:29:57

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Re: Updating a sharepoint list with the email recipients

@Anonymous

You can trigger a Flow when a new Form is submitted. That Flow can create or update a SharePoint list item. Adding multiple users to a person or group column is a little tricky.

You can select a list item and manually execute a Flow using a For a selected item trigger. That Flow can send an email to individuals listed in a person or group column

You can update an existing SharePoint list item using an Update item action.

Your big issue is how will you identify the SharePoint list item that you want to update when a new from is submitted.

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Community Power Pla... on 12 Jun 2020 at 13:55:03

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Re: Updating a sharepoint list with the email recipients

Where is your list of email addresses coming from? How do you know to whom to send the emails?
The list of email addresses are from multiple MSForm submissions

Will you be creating a new SharePoint list item or updating an existing item?
Updating an existing list

How do you want you Flow to trigger?
Manuel trigger

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ScottShearer 25,236 Most Valuable Professional on 12 Jun 2020 at 13:43:59

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Re: Updating a sharepoint list with the email recipients

@Anonymous

Where is your list of email addresses coming from? How do you know to whom to send the emails?

Will you be creating a new SharePoint list item or updating an existing item?

How do you want you Flow to trigger?

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