Forum Discussion
Assign an email adress on an option in MS Form
Hi. New here. I just started using MS Form and Workflow to automate requesting study for new projects. I made a form where you will type in project name, location, system to use, etc. Two of the options in this form are the names of the Salesman and the Draftsman that will do the project that the salesman will assign to. My problem is that upon completion of the form, workflow has the flow of: when a new respose is submitted -> Get response -> Create a task in planner -> Send an email. For the create task, I want the draftsman that will be picked in the form will be the one assigned in the planner including the salesman who filled up the form. Next is sending a custom email, with dynamic content highlighting the response on the form and sending that email to the draftsman that the salesman picked in the MS Form. Is it possible to have this kind of flow? If yes, please shed some light on how I can accomplish this. Thanks bunch.
In your form you will need the choice question for the selection of the draftsman to show their email addresses. That way the flow can pick up that selected email address and use that in the send an email action. If you've just asked the user to select a name then the flow won't be able to associate that to an email address.
If you really don't want to display email addresses as the options in the draftsman question but just the name, then the workaround would be to add a switch control in your flow which is a type of condition that looks at just one answer, the name of the draftsman. In case the answer to the switch is John then set a variable to be John, email address, if it's Carol then set the variable to Carol's email address. Then use the output of the variable in Planner and the email.
Your flow will also need the Office 365 Users connector so that it can get the email address, first name etc of the Salesman who completed the form (you don't need to ask for that in the form).Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)Thank you Rob. I will try your suggestions, though, I don't know where to start 😅, but I'll try. I hope you can give me some insights or steps to take on how to make it possible, but for the meantime, i'll try top experiment and figure this out. Hope you can help me along the way. Thank you
I also made changes on my forms but I wonder why is it not reflected in real-time in workflows. It still has the old options and names when it was first created. Hoping you can give me some inputs.
All that you describe is possible to do. Which part of this are you finding difficult? I would start with creating a text field in the form for the draftsman's email. You will be able to get the email of the one filling out the form if the settings on the form is Only people in my organization can respond. From the action "Get response" you will get the information and can add them to the Planner. I remember that Planner actions was a bit difficult to get right, but it is possible. I watched a video on youtube for planner tasks...
Hi Sar, well what i intend to do is have an option part to select the draftsman and not have 3 separate text field. But now, I was informed of the actual flow of creating the project. It would start with the sales filling up the form. There are two text field in the form (reference number and project number) that two other separate departments should fill as the salesman has no knowledge on what to put there when he is starting to requeest the project. The flow in our organization will be like this Salesman -> MS Form -> Send Email to Admin -> Reply all to email filling in text field (Reference Number) -> tech department reply all filling in the project number -> then either this complete thread be delegated to other draftsman. This is how the flow should be now.
To get this to work successfully you'll need to have a SharePoint list that the form gets saved into and sends an email to the other departments where they fill in their details, it can't all be done with a single form.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)
