Help with Power Automate Flow Triggered by Microsoft Forms Response

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Posted on 10 Feb 2025 22:46:33 by DG-10022234-0

Hey everyone,

Our department is new to Power Automate, and I’ve been tasked with building a client intake survey using Microsoft Forms. I need help setting up a flow that triggers an email notification to a specific staff member based on a specific response on a multiple choice question in the form.

For example, one of the questions asks, "What region is your contract in?" Based on the selected region, I want an automated email to be sent to the assigned Client Success person for that region. Since we have different Client Success staff assigned to different regions, the recipient of the email should change depending on the response.

I'm fairly new to Power Automate and can't figure out how to set this up. Could anyone guide me on the best way to configure this?

Thanks in advance for your help!

edit: I've tried using a flow that incorporates a condition on the response data for that question and now I'm stuck trying to figure out how to properly match the condition to the response. The email sending part after this is pretty straightforward.

I attached some screenshots in a response on this thread

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Business Process Flows

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creativeopinion 10,406 Super User 2025 Season 1 on 17 Feb 2025 at 20:58:08

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Help with Power Automate Flow Triggered by Microsoft Forms Response

@DG-10022234-0 You might want to consider using a Dynamic Reference Key instead. This YT Tutorial covers how to create one:

Power Automate Pro Tip: Replace Switch Action with a Dynamic Reference Key

Are you using the Switch action in your flow? While it seems like a simple way to handle multiple conditions, it can quickly become inefficient and difficult to manage.

Here’s why:

❌ You can’t use dynamic content in the Equals field.

❌ You have to manually recreate the same actions for each case.

❌ Any updates require you to edit every single case individually.

This results in a flow that’s repetitive, hard to scale, and a nightmare to maintain.

In this tutorial, I’ll show you how to replace redundant Switch actions with a **Dynamic Reference Key**—a simple but powerful way to streamline your flows. Instead of repeating the same actions over and over, you’ll create a **lookup-style structure** that makes your flows more efficient, scalable, and easier to update.

IN THIS VIDEO:

✓ Why the Switch action is inefficient and what to use instead
✓ What is a Dynamic Reference Key
✓ Creating a custom look up in Power Automate
✓ Using a Dynamic Reference Key instead of writing an expression with nested if() functions
✓ How to use a Dynamic Reference Key to reduce actions in your flow
✓ How to use a Dynamic Reference Key to route emails to different recipients based on a MS Form Selection
✓ How to reduce redundancies in your flow by using a single Send an Email (V2) action instead of multiple instances
✓ How to use a Dynamic Reference Key to send email notifications 90, 60 and 30 days from today’s date

---

I also have a couple of Power Automate/MS Form Tutorials that you might find helpful:

How to Get a Microsoft Form Response into a SharePoint List

In this Microsoft Power Automate tutorial, I’ll show you how to get your Microsoft Form responses into SharePoint. I’ll cover how to build a Microsoft form with conditional fields by using branching. You’ll learn how to format your multiple choice responses for a SharePoint multi-choice column as well as converting it to text. I’ll also show you how to take a text response and convert it to a number with a switch action and with an expression.

After adding the response to SharePoint, we’ll send the user an email confirmation with all the details of their form submission.

At the end of the video I’ll show you a few tips and tricks on working with a SharePoint list.

IN THIS VIDEO:
✓ How to get a Microsoft Form Response into SharePoint

✓ How to get a Microsoft Form ID

✓ How to get a Microsoft Form response

✓ How to Build a Microsoft Form with Conditional Fields

✓ How to used Branching in Microsoft Forms

✓ How to format Microsoft Form multiple choice responses for a SharePoint multi-choice column

✓ How to parse a Microsoft Form multiple choice response as string of text

✓ How to convert a text response to a number

✓ How to use the Switch action

✓ How to create a custom email confirmation for a Microsoft Form submission

✓ How to Create a Custom View in a SharePoint list

✓ How to use the Compose Action

✓ How to write Power Automate Expressions

----

How to Get Microsoft Form File Uploads Attached to an Email 📧
Are you stumped when it comes to handling a response without any file uploads?

In this Microsoft Power Automate Tutorial I’m going to cover where file uploads from your Microsoft Forms are saved. I’ll also show you how attach the uploaded files to an email and how to dynamically name the files and customize the recipient of the email based on the selections made in your Microsoft Form. I will also cover how to handle responses that don’t include any file uploads.

IN THIS VIDEO:
✓ Two types of MS Forms
✓ Where Microsoft Personal (OneDrive) Form File Uploads are Saved
✓ Where Microsoft Group Form File Uploads are Saved
✓ How to Add a File Upload Question to an MS Form
✓ How to get a Microsoft Form ID
✓ How to get a Microsoft Form Response
✓ How to Get the Dynamic Content Microsoft Form File Upload Content
✓ How to handle Single and Multiple Microsoft Form File Uploads
✓ How to use a Scope action to Organize and Group Your Flow Actions
✓ How to Get the File Content from an MS Form File Upload
✓ How to Collect All Files Uploaded to a MS Form and Attach to an Email
✓ How to Handle MS Form Response When a File Isn’t Uploaded
✓ How to Create an Email Key
✓ How to Send an Email to a Specific Recipient Based on Form Selection
✓ How to Create a Dynamic Output Based on Form Selection

Hope this helps!

Consider giving me a ❤️ if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram
Suggested answer

DG-10022234-0 2 on 11 Feb 2025 at 21:25:27

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Help with Power Automate Flow Triggered by Microsoft Forms Response

@rzaneti

I will watch the video you suggested but a different colleague suggested I try the following flow (attaching a screenshot to this post):

I think I have figured it out using the this, but the expression results on the condition expression return false. I want it to return true. The Question I have attached a condition to is a multiple choice question. I'm not sure what the 'AND' nor 'OR' options mean, nor whether I should be adding more options... I suspect that this is where I need to fix something.

Thanks @rzaneti

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rzaneti 3,952 Super User 2025 Season 1 on 10 Feb 2025 at 23:42:58

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Help with Power Automate Flow Triggered by Microsoft Forms Response

Hi,

This video can be helpful for giving you an initial idea on how to set up your flow from capturing MS Form responses data, and using it in other actions: https://youtu.be/jpledJfaEPQ

The video don't apply the exact same use case as yours, but you can replicate the same idea for using the dynamic contents in your later steps.

Also, one of the main components of your flow may be how to route the the flow depending on the region selected by the client. There are a few strategies for it, but the most basic one would be work with a Switch action, which basically branches your flow in different tasks depending on a given condition (in this case, the selected region).

I'm sure that you may still need further help with your flow after these initial instructions, so feel free to share what do you have built so far, so we can support you with the later steps.

Let me know if it works for you or if you need any additional help!

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Suggested answer

ammadkhan 10 on 10 Feb 2025 at 23:17:55

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Help with Power Automate Flow Triggered by Microsoft Forms Response

Hi, first create forms under your id to test.

Then go to power automate and create a new flow with microsoft forms trigger.

When a new anwer will be submitted you should see the detail of response.

Use it to go further with your flow.

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