Forum Discussion
Microsoft forms - How can I add multiple recipients to get notifications once a form is completed?
Does anyone know how to set up Microsoft forms so that when a form is completed the notification gets sent out to multiple recipients or a distribution list?
77 Replies
Is there A way to add an email address ( not the creator of the form) that can collect responses without using the collaborate option in case they alter questions that have emails tied to the answers. Although i have created form I won’t be dealing with them and need someone else somehow to have access to the responses without edit options.
Someone suggested collect responses link but that always just goes to a the form awaiting data to be entered.
CheersEvans8773 no, if you give someone the ability to view the responses via the the collaborate link then they will be able to amend the form as well. You either have to trust them not to do so or use a flow in Power Automate to save each response into a list in SharePoint. They will then be able to see all the responses but not edit 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)
One simple way is to configure Outlook Rule, i.e. whenever you recieve a response submission notification mail from MICROSOFT FORMS, Simply create a rule to forward that mail to a group of people. You can create, modify this group in Outlook contacts list.
Rob_Elliott Hi Rob, you're potentially saving my bacon with this workflow! I've set it up, tested it, and it says it's working, but the emails I'm receiving aren't containing all of the data I expected. All it's saying is "you have a new response" but not pulling through the search query data. Screenshot below... any ideas? I removed my email address in the To: just for data purposes 🙂
Thanks!
GeorgieGT2425 you are using the wrong email action, you should be using Send an email (v2).
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)- Rob_Elliott Next thing I am trying to pull off is how to send an email when a section of a form is completed so the email recipient can complete their section and then email another recipient when section 2 is complete so the final submitter can complete section 3. I don't see any options in Automate to send an email after a section and only once the form is complete. Is this possible?
Rob_Elliott read through this thread and first want to thank you for providing a wealth of information on this topic. This is exactly what I am looking to do. Quick question, I have a Microsoft form with 4 different sections, 3 of which are determined by the answers in the first section. With this already created, can different recipients be chosen for different results within the same form?
evanstroum if it is only 1 answer in the form that determines who should receive the email and which answers they should see, the way I would do this is to add a switch control to the flow. This is a type of condition that looks at just 1 answer, for example Which Department are you in?. In case the answer is Maintenance then the email goes to the the maintenance manager. In case the answer is Warehouse then the email go to the warehouse manager etc etc You can have up to 25 cases in each switch.
If the email recipient is based on more than answer in the form that makes it more complicated but could be done either by nesting switches as in the image below or perhaps using a condition.
You could prepare your first email with the relevant questions and answers from the form, copy it to your clipboard then add it to the next switch case and make whatever changes to the questions and answers that you need to to. It's often quicker than creating each email action separately. But be aware, you might need to add your email action from your clipboard outside the switch then drag it in.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)
- opps sorry i didn't scroll down thru all of the responses
MichelleArellano you'd need to do this with a flow in Power Automate. With that you can send out the responses the user made to each question to any number of recipients by email, store the response in a SharePoint list (we ALWAYS do this at my company), send the responder a "thank you" confirmation message with their answers (again we always do this as it shows we have received it and are working on it). You just can't do all this within Forms itself. Let me know if you'd like screenshots of how a flow flow to do this is constructed.
Rob
Los Gallardos
Microsoft Power Automate Community Super UseRobElliott Can I get your screen shots?
Mlambie look back through the thread, the screenshots are there.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)
- I'd like to see those screenshots RobElliott. This would be a huge help. Thanks
CAT_IT Screenshots of a simple flow are earlier in the thread.
Can you send screenshots please RobElliott
- What screenshots do you need that I haven't already provided earlier in this thread?
