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
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
Hi Olga Melo
Yup, this is a tricky one.
There is an action called Search for users (V2) which allows for partial or full keyword searches and produces a list of matches.
You could have some complex set of conditions to vet the partial results out and see if you can narrow down a user, which is not worth it I would think.
I would suggest keeping it simple with a condition in your flow to say that if Search for users (V2) can't find the user (use first name and last name results as the search parameters), then it should send an email to reception. If the name does match to an individual in the directory, send them an email.
Another way to go might be to use Send an email with options (V2) which allows you to embed an option like "Arrived" into the email for visitors to tap on which could trigger the flow to automatically email the correct Host to say that their guest has arrived.
The only questions I have is how does the SharePoint list work? The organiser sends out the meeting invite, but you mention a SharePoint list and Host column. How does the meeting info get into there?
Without seeing your flow or SP list, I am only guessing a possible solution but I hope it gives you some ideas on a way forward.
Cheers
Damien
I've been reading your replies and it's very helpful.. I did encountered an error.See attached. I'm trying to use "send an email to shared mailbox".
One reason i can think of is i don't have access to this group mailbox. Is this why the flow is failing?
Thank you in advance.
Hope you are well.
Probably a couple of issues here, one you've already mentioned.
1. You'll need access to the mailbox to use it in Power Automate.
2. You appear to be trying to link to an on prem mailbox and the error indicates that you can't connect to on prem.
Here's a discussion around this issue for more info.
Hope this helps with some ideas?
Cheers and best wishes
Damien
