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Send emails to different people based on a form response

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Hi,

I have never used flow before and would really love some help!

I want to use Flow to send emails to different people with the whole response to the form depending on which multiple choice option was selected when a user fills out a Microsoft form. For example, if business office was selected, then the response to the other questions on the form will only be sent to email 1 and email 2. If advertising was selected, then it will be sent to email 3, but not email 2 and email 1. I set it up the form as a "form for excel", if that helps make the flow easier.

Please let me know what I can do. Thank you!

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ScottShearer 25,270 Most Valuable Professional on at

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@Anonymous:

It sounds as though you want to send emails to different people depending on the response to a particular question in Forms.

Is there a reason why simply using a condition(s) or a Control Switch action will not work for you? If the resposne is A, then send email to person A and person B, etc..

Scott

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Community Power Pla... on at

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Hi Scott,
Perhaps I could, but I tried to find a template to start writing the flow but I could not! Since the form is stored on sharepoint because it's part of a group, what would my trigger be? Would it be forms or sharepoint? If you can direct me to some kind of guide, it would be great! Thank you!

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v-bacao-msft on at

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Hi @Anonymous,

I think what Scott means is to use Forms-When a new response is submitted as a trigger, and then use Get response details to get the submitted options.

Then configure the Condition to determine the email to be sent to the specified email address based on the submitted options. Or you can use the Switch.

Image reference:

Forms：

Flow:

Please take a try.

Best Regards,

Barry

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Community Power Pla... on at

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@v-bacao-msft THANK YOU so much! That worked perfectly!!

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DataFailure 65 on at

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I have a form that needs to be sent to one of 17 people based on the responce to one question - as in the choice example given by @v-bacao-msft will have 17 options instead of 2.

Is the only way to set this up to repeat the condition step for each response? Or is there an other option?

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Community Power Pla... on at

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Thanks for this!

Strangely, I can't get the condition control to pull the choices option from my form?

Cheers,

Karl.

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lmiller 2 on at

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@DataFailure did you get a repsonse on this? I am looking to create a flow that would send an email to a different person based on the choice in the previous question

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DataFailure 65 on at

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Hi @lmiller
I didn't get a reply from the community on this, but have managed to jury rigged an inelegant process that is working for now. It basically involves a dedicated flow for each person who needs to receive a notification of the form, those flows use a condition to look for what is specific for that person using the and/or options.

The process starts with this:

The each person has a flow that starts out like this
The reason that I've given each person their own flow is that there are a lot of subsequent actions from the 'If yes' side and it just made it easier for me to keep track of everything.
For the condition you'll put the dynamic tag for the question that previous question in the left hand side box and then type in what you want it to equal/contain etc in the right hand box. This was helpful for me for figuring out whether to use the And/Or options and groups https://flow.microsoft.com/en-us/blog/build-more-powerful-conditions-in-flows-and-more/

If the only follow on connector from your condition is to send an email you might be able get away with having everything in one flow and just use the no branch to trigger another condition looking for the next option on your form. Also you might be able avoid using sharepoint if you don't need anothing recorded from those emails

Hope this is helpful!

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TLC_525 22 on at

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Hi! I'm wanting to do this exact same thing, but for 45 people. Is there an easier way to do this than add a condition for each?

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Community Power Pla... on at

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When I try setting this up, my responses don't come up for me to choose if response is...I want to send one email to everyone who responds they work in our district and a separate email to everyone who responds they are outside our district. Thanks for any help!
Monica

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