Forum Discussion
How to change the email address that is used to send the responses to in a form?
Hi cordovad
You can't do that through forms as they are the creator and defaults to them when new responses are received, however you could set up something in Microsoft Flow (if you have access to it) that picks up when a response is made and emails the response to someone else.
It could look like:
Hope that makes sense?
Cheers
Damien
How can I set power automate to send form responses from a company department email mailbox such "email address removed for privacy reasons" and not to the form creator? The creator may leave the company and no longer the owner. Also, we would like the owner to not receive the email in their personal Outlook sent folder, only to the Invoice department "sent" folder?
LisaQC you need to use the "send an email from a shared mailbox (v2)" action and make sure that the owner of the flow has full privileges on the mailbox. The sent email will appear in the shared mailbox sent folder.
Best practice is to always make sure that any business or critical flows always have more than 1 owner so that if the original owner leaves then the flow can still be edited and used.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)
- Fantastic Thanks!
It's ridiculous that someone has to set up a flow to just send the response to another email. This is such a simple feature it is very disappointing that it isn't an "easy win" for the dev team to enable. Guess I'm stuck with the clunky Survey app in sharepoint. Too bad, Forms was looking good.
- Just duplicate the form and send it to the other email.
Forms is ever evolving so I'm sure we'll see some good things to come, but I agree it's a bit of a pain for now with regard to emails.
The Flow discussion above doesn't have to necessarily be used to just email someone else the responses, it can also be used to take those responses and drop them into SharePoint, or a file, and to have other workflows as well like a request/approvals process, and much more.
Flow and Forms have some great capabilities together.
Have a great week ahead!
Cheers and best wishes
Damien
Hi Damien_Rosario , thank you for sharing your knowledge!
I do have a MS form and a flow for visitors sign in & out .
The meeting organizer will send the invite including the link to the MS form.
The flow will notify employees of visitor's arrival. The visitor is a text field, due to limitations
in the MS form drop down field, which has no search functionality and it is not user friendly in long list (800+ employees), I'm using a text field instead of drop down.
The risk is that the visitor misspelled the employee's name and of course the employee won't get the email notification.
Is there a way to get flow to search for a similar name in our AD or O365 and send the email if a match is found and if no name is found then send the e-mail to someone else like a gnral reception inbox.
The flow also creates the item in sharepoint list and the column I have for the "host" is a text field, rather than a people field since there is no way to pre-populate fields in MS forms unless you have dynamics and CDS. (I didn't see how to get this with MS Forms Pro
Thank you for your help
In the Get response details the *Form id is the form being used? what goes in the *Response id?
Hi DuncanP24166
There's only one option for Response ID. Please see below.
Hope that helps?
Cheers
Damien
Damien_Rosario Hi Damien, do you expect this this may be an option in the near future (to change the email the responses go to)?
Also, with Flow is it possible to have each response emailed off to a different person based off the response. For example: I want the answers to be sent to the employee's supervisor after they respond.
Thank you in advance!
Jennifer
Hi jennifervan
Hope you are wel.
As Forms and Forms Pro evolve, I'm sure we'll get more features for things like where responses can be redirected to, etc. Yong Qiu may have more info on the topic.
To your other question, you could set up a Flow that sends the response/a notification to the employees supervisor.
Using the Responders' email from the Form that is filled in, place that into Get manager (V2). This will retrieve this persons Manager's details as listed against their O365 account.
Using the email from the Get manager (V2) connector, you could then have it as a CC in an email that Flow can send out.
Hope that all makes sense.
Best wishes
Damien
- Damien_Rosario Hi Damien, due to the type of company we are. The manager often changes for each staff. We were hoping in the form they can select which department they belong to and the department field can direct the response to the corresponding supervisor. In this case I wouldn't use the Get Manager function would I, or do I just put the departments (instead of respondents email) into the Get Manager ?
Thanks for your help!
Hi! What a great work around, thank you for sharing.
I am having issues with getting the responses to attach to the email notification - am I missing something on the 'Get Response Details' step?
Thanks!
Rachel
Hope you are well.
Once you set up Get response details, you can insert the output form responses into the email body.
Here's one I did for my company.
Just click onto the body area, go to the Add dynamic content from the apps and connectors used in this flow, and click to insert that field into your email body.
That should do the trick! Run some tests first to ensure you are happy with it. Maybe use your email as the To so you can see the result.
Hope that helps?
Cheers
Damien
- Aleks Lopez
Microsoft
Damien_Rosario Thank you! This was so helpful for me today, got me up and running on my first flow!
Thank you Damien. I haven't played with Flow before. I'll give it a try and see what happens. Do you have to have Exchange Online? Currently, we are only on-premise with Outlook clients. Thanks again.
If you don't have Exchange Online, you can't use the Outlook connector. But look for the Mail connector provided by PowerApps. You can use that to email people, even without a PowerApps license turned on for the recipients.
