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ca12
Regular Visitor

Help with building a Flow

Dear Community,

 

I'm new to flow and would like some advice on how to set up a flow. I’ll give you some background to the workflow and if a flow can be created.

 

There is an application form (Microsoft Forms) on SharePoint where applicants apply for funding. There are 4 communities – I’ll name them A,B,C and D. We're trying to automate the steps that the facilitator would have to do.

 

After the deadline the facilitator will trigger the following emails:

 

  • Applications are pulled into a standalone document (word) and are sent in groups by community
  • Emails will go to each of the communities leads with the application attached in a folder

 

The leads ask their scoring group to review the applications and input their scores and feedback into a sheet. We'd need to link the application ID in a connected list like a relational database with one to many connector

 

Once the scores are complete, they trigger the next emails

  • All scores are compiled into a single document and attached to an email to all the leads and other panel members together

Panel meets to decide on awards 

Facilitator/Panel enters awarded yes/no on sheet

Facilitator triggers final process

  • Yes: a new folder with ID and title name created on SharePoint. Folder includes application form and score 
  • No: Email is sent to the applicant and includes feedback form the panel

 

Any input will be greatly appreciated

 

Thank you 

2 REPLIES 2
v-litu-msft
Community Support
Community Support

Hi @ca12,

 

Overall your description, you may need to create three Flow to achieve your destination.

 

Flow 1:

Applications are pulled into a standalone document (word) and are sent in groups by community:

You should create a Flow with the trigger When a new Response is summited in MS Form populate a template word and it's a better way when the applicants apply for funding in Microsoft Form rather than pull them into a standalone document later. But if you store the application form into a document(MS Word), it is hard to extract the data from Word file. So, I suggest you can consider storing the application answers into a SharePoint list by the way. When the leads scoring group the application, send the item of the list to them.

 

Flow 2:

After the deadline the facilitator will trigger the following emails:

You can create a manually trigger with Delay until action and input a timestamp. When you manual perform the flow it will continue running until the destination date, cause a Flow run duration is 30 days, you should set the date within a month.

 

Flow 3:

Once the scores are complete, they trigger the next emails:

What's the score store? If you also store them into a SharePoint list, you can create a Flow with trigger When an item modified, check the score column of the list whether are all have value, if it is, sends approval to all leads and other panel members together. And according to the response to choose the next step.

 

There are many details that need to be paid attention to and discussed, so there is no specific solution. If there is any problem in the process of creation, you can put forward and discuss it together. I hope it can help you.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

v-litu-msft
Community Support
Community Support

Hi @ca12,

 

Has your problem been solved?
If your problem has been solved, You could go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best Regards,
Community Support Team _ Lin Tu

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