Oct 27 2020
- last edited on
Aug 03 2023
I was wondering if anyone could please provide a clear step by step guide.
The intention is to have a form ive created be sent to a dedicated email address without it notifying my own email address each time a response is created.
What i have done is used flow email forward v3 however because i created the form all it is doing is sending me the link for the response and another follow-up email to unsubscribe to it.
I don't want the responses notifying me and don't want it to send another email asking if i desire to unsubscribe.
Form is filled out -> sends a notification to designated email (not my own)
thanks in advance!!!!!!!!
Oct 28 2020 04:59 AM - edited Oct 28 2020 04:59 AM
@h0m1ez ok for this example we've got a simple incident report form:
The settings are just as follows:
Open Power Automate, go to My Flows then click New and select Instant - from blank. Click Skip on the next page.
For the trigger select the Forms trigger "When a new response is submitted". Select your form from the dropdown.
Next add the Forms action "Get response details". Again select the form from the dropdown. Click in the Response ID field and from the dynamic content box that opens on the right of the screen select the only item that's there which is Response Id.
The next step, the Compose control is only needed if you want to change the format of the date the incident took place. Forms will save it as 2020-10-28 but I want it in UK format 28/10/2020. So add a Compose action, click in the Inputs field and the dynamic content box will appear on the right. Click on the Expression tab. IN the field start typing format and select formatDateTime then add a open bracket/parenthesis ( and the closing one will be added automatically. Click the Dynamic Content tab and select the question that holds the date. Then add a comma, then add the format you want inside single quotes making sure you use capital MM for the month. So the expression will end up looking like this:
Finally add a Send an email (v2) action. This will send the email from you but it can go to any address. In this example I've sent it to a shared mailbox in my company. For the subject you can select the incident question from the dynamic content box. Then add in the text and the questions. Open the advanced options at the bottom of the email, and change the importance to Normal or High. Annoyingly it defaults to Low.
The when someone submits the form it will send the email to that email address but not to your inbox.
Microsoft Power Automate Community Super User
Oct 28 2020 09:14 PM - edited Oct 28 2020 09:31 PM
@RobElliott Thank you for providing me that information i sincerely appreciate the time you took to help me out.
I've noticed that i am unable to forward the email to an outside source such as ****@bigpond.com would i need to add that email address to my organization sorry if i am sounding like a newb i do pick up things fast and fairly new to business 365.
Again i do genuinely appreciate the assistance you've provided as it benefits those with mental health disabilities. (i provide mental health support)
@RobElliott I figured it out. woohoo!! again thankyou mate for the assistance!!!
Mar 31 2022 09:59 AM
@RobElliott I have a similar question.
I am an online teacher.
I need to create one universal form for teacher conferences. I want to open the form and fill it out while talking with the parent. I want to be able to enter the unique information and then parent email address for the completed form to out to.
The same form will be used multiple times. Each time it is completed for an individual parent, only that parent receives the completed form for them. I also receive a copy for my records. Each completed form must remain private for each parent.
I have seen other forms created where the person fills out a form, there are places where email can be inputted and a copy of the completed form goes to those email addresses. My intention is to have a place to input the parent's email address so a copy can go to that parent (parent) as well as to the creator (teacher).
I tried to follow the instructions you gave above but they didn't seem to work for my goals. If you any any other suggestions please let me know.
Below is the form I created but can't use since I can't figure out how to complete this process. Any suggestions? Am I using the right platform/application?
Mar 31 2022 10:46 AM
@martazayas OK could you just let me know who is completing that form, is the parent or the teacher? Once I know that I can give you a solution.
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)
Mar 31 2022 11:06 AM
@RobElliott I am the teacher. I make the form. I want to open it and fill it out as I talk with parents. I want to input the parent's email address so when I finish completing the form it goes to the parent I was talking to.
I am so happy you responded. I've been dredging through the web for an answer and have no clue. But I see other people creating a form where there is a blank space that when you fill it out with an email address the completed form goes to that address.
I've seen where there can even be multiple blanks to be filled in with email addresses so that completed form can go to various people.
May 19 2022 06:50 PM - edited May 19 2022 08:14 PM
@martazayas I think I can help you with this.
The first two steps of the Power Automate (PA) flow are the same as shown above:
The second step above is important, as it will gather all the form details and the form responses, and allow you to use that information in the flow's third step.
Fill in the email details for Step 3:
As the form creator/owner, the form responses will automatically be sent from your email account. You may also want to look under the advanced options to change other properties of the email, such as the email Importance. Unfortunately, the default importance of the email is set to "Low".
Hope that helps.
Jan 05 2023 05:33 AM
@JWEHG1580 Exchange has a setting to allow (or not) the sending of emails outside the organization so you need to check this with your IT Admins. https://www.codetwo.com/admins-blog/how-to-prevent-office-365-users-from-sending-emails-outside-orga...