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JMAFO
Helper V
Helper V

Send email with options and record responses

Hello everyone,

 

I need to send an email with options, for example: 'In office', 'Working from home', and 'N/A' to around 200 people and collect each response along with their name, and store it in an excel sheet or SharePoint list. Is this possible? Would it also be possible to track who responded to this email?

 

Thanks ahead of time!

1 ACCEPTED SOLUTION

Accepted Solutions
v-litu-msft
Community Support
Community Support

Hi @JMAFO,

 

I think @RobElliott is correct, you could use the MS Form to do it.

If you want to track who responded to the Form, as you mentioned, you want to store responses in an excel sheet or SharePoint list, so you could update an Excel that with all recipients. Once one person responds it, update the Row according to the Responder's email. 

Annotation 2020-03-19 125150.png

 

And before create Flow, the MS Form survey should set to "Only people in my organization can respond":Annotation 2020-03-19 125151.png

 

Annotation 2020-03-19 125152.png

 

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.

View solution in original post

12 REPLIES 12
Jcook
MVP

Hello,

Unfortunately the send an email with options is pretty limited to what you can grab.

May I suggest using a MS form. This way you can have more reporting and see who has submitted.

You can still send the email out to all users. With the form link.

Than store the results in a SharePoint list.

—Josh
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Thanks for quick response. 

 

This is a good idea. How would I be able to track who responded?

Hi,

MS forms has a option in Flow to get the responder.

How big is your organization?
You could have all users emails in a SharePoint list. With a column called ‘Respond’
Than when the flow is triggered, which will be on form submission.
You can update the person email address in the SharePoint list to update the field ‘Respond’ to Yes.

—Josh
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If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


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tricks, and guides
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Organization is around 250 users, some who know their passwords and some who don't. This will need to be collected daily as well. 

 

Forms may be the only option other than PowerApps.. 

@JMAFO 

 

Yes forms, is a simple solution.

 

Power Apps would be good if you had the time to develop a App.

 

Let me know if you need help with the Flows, if you decide to go down the MS forms path.

 

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others


Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





DanyElHoyek
Advocate IV
Advocate IV

You can send an email with options, collect user response and store in SharePoint or excel (recommend SharePoint for that).

 

The bad news is that Flow have a limitation of 100 email by day by user. you should find a workaround for this design limitation.

MS Forms Options is a better alternative for your requirement.

I could definitely find a workaround for the user limitation. Send email with options lacks simple validation so getting data would be an issue..

@DanyElHoyek "The bad news is that Flow have a limitation of 100 email by day by user." . Not exactly, that's only if you use the Send an email notification (V3) action. Send an Email (V2) can send 900 emails every 60 seconds which should meet most requirements.

Rob
Los Gallardos
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v-litu-msft
Community Support
Community Support

Hi @JMAFO,

 

I think @RobElliott is correct, you could use the MS Form to do it.

If you want to track who responded to the Form, as you mentioned, you want to store responses in an excel sheet or SharePoint list, so you could update an Excel that with all recipients. Once one person responds it, update the Row according to the Responder's email. 

Annotation 2020-03-19 125150.png

 

And before create Flow, the MS Form survey should set to "Only people in my organization can respond":Annotation 2020-03-19 125151.png

 

Annotation 2020-03-19 125152.png

 

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.

Thank you for the detailed explanation. 

 

Does anyone know how I would be able to make this a daily form?I need it so only one response should be allowed per day.

v-litu-msft
Community Support
Community Support

Hi @JMAFO,

 

As far as I know, there is no way could set the MS Form daily sent and make it only allowed response once a day.

 

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.

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