cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
JoshPullan11
Helper III
Helper III

Send reminder email to users that have not responded to on MS Form

Hi all!

 

I'm currently trying to build a fully automated process that once a month sends a list of people a link to a form to complete, then if those users have not completed the form within 7 days, it sends those people a reminder.

 

The automated monthly email is already setup and works fine but I'm struggling to find a way to automate checking the people that have not submitted the form and then sending those people a reminder.

 

I'm also conscious that because this a monthly recurring task, there may need to be something additional that archives all responses, so that when the flow recurrence begins again at the start of the month, it does not check responses from the previous month.

 

1. Recurrence email is sent out asking people to respond on form

2. After 7 days, the flow checks which people have not responded on the form this month

3. Sends those people a reminder to submit the form this month

4. All monthly responses are then archived into a separate share point list, including any people that have not responded and their responses can appear blank - that would then flag in the list

 

Note, it is not actual essential that the reminder email gets the person to submit the form, it is more around we can keep an audit of the requests and the reminder request.

 

Any help would be greatly appreciated! 😄

5 REPLIES 5
JoshPullan11
Helper III
Helper III

I've mad some progress on this and got it almost working however the apply to each seems to be causing the flow to send an email based on each item on the SharePoint list. What I'm asking it to do is check the SharePoint list for the name of the submitter in, then also check to see if there is an entry for this Month. 

 

Does submitter email = email address

AND

Is month = December-2022

 

If this returns as false, then this means the user has not submitted the form this month as there is no data in SharePoint list for this month. However, the flow is then sending the same email three times over and I can't work out why. There is 3 items in the SharePoint list so i'm assuming that is related???

 

The flow does not fail, it just isn't doing what I hoped. There is only one item on my list that the above applies to, therefore only one email should be sent, however it is sent multiple times.

 

If anyone understands where I'm going wrong or how I could resolve this that would be great! 🙂 

 

flowpart1.png

 

flowpart2.png

Hi Josh,

I know that my answer is very late, but in case it can still help you or other persons with the same issue, I decided to post anyway.

 

I wanted to do something similar, that is how I ended up here. It took me a while to understand how power automate works (It was my first power automate flow) but I found a (decent) solution.

First, you need two lists. One with the email adresses of people the form has been send to, and one which contains the form responses.

Below you have an overview of the flow (the images overlap).

flow1.PNGflow2.PNG

First you have a recurrent trigger, then you load the first list (with all the emails) and the second list (with the responses, where one column contain the email of the respondent). Be careful here to have the same case on both list for emails.

 

Then, you will have to create at least one variable, a boolean which I called has_answered.

 

The second variable is actually a workaround an unwanted behavior of power automate so maybe someone will have a better solution here. But it will contain the email address of the person you want to send the reminder to. I called it email_to_remind and set the type to string.


Now come the nested loops on all the emails of the first list, and all the emails of the second list. The tricky part is that you do not need to create the loop explicitly. Power automate will make them for you when you will set the parameters of the condition. So create a condition for equality of the two email adresses (one from each list). The loops will magically appear (but that's what bother me for the very last part of the flow). 

 

Now that you have the loops, you will need to set the boolean has_answered to false and email_to_remind to the value of the first list email at the beginning of the first loop. Then, inside the true section of the condition, set has_answered to true.

 

Ok now when the flow will loop through, if it finds in the second list the current email of the first list has_answered will be true at the end of the second loop.

 

Optionally, send an email to yourself containing the variables (has_answered, email_to_remind, the email of the first and second list) to help you debug if a problem occurs.

 

Finally, create a condition on the value of has_answered. If true, do nothing. If false, send an email to email_to_remind. 

 

If you try to set it to the email of the first list, power automate will create a for loop (because your list contain more than one mail). I did not find a way to tell power automate that I want to use the item of the first list selected by my first loop... Therefore the workaround with email_to_remind. If you let power automate create the unnecessary for loop, it will actually send a email to everyone (even the people which have answered) as many times as there is people who have not answered. So with 100 people in the list and 50 that have not answered it means 5000 emails sent (and each person will have 50 (or 49) spam emails).

 

Can you expand your flow so I can see the details?

cryssya
New Member

Hi @JoshPullan11

 

is it possible to help with information on how you created the first part of the flow? To send the initial e-mail with the link to the form? 

thank you.

Hi @cryssya - which part? the one shared in my screenshot or the one that I mentioned I had already got working in a separate flow?

 

You can setup a scheduled flow, say for example once a week, then send email.

 

JoshPullan11_0-1699430494172.png

 

Apologies if i have misunderstood your question.

Helpful resources

Announcements

Back to Basics Tuesday Tip #10: Community Support

This is the TENTH post in our ongoing series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!   This Week: All About Community Support   Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.     Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most.     Community Accounts & Registration is the go-to source for any and all information related to your account here in the community. It's full of great knowledge base articles that will help you manage your community account and know what steps to take if you wish to close your account.  ●  Power Apps  ●  Power Automate  ●  Power Pages, ●  Copilot Studio      Using the Community is your source for assistance with everything from Community User Groups to FAQ's and more. If you want to know what kudos are, how badges work, how to level up your User Group or something else, you will probably find the answers here. ●  Power Apps   ● Power Automate    ●  Power Pages  ●  Copilot Studio      Community Feedback is where you can share opportunities, concerns, or get information from the Community Engagement team. It's your best place to post a question about an issue you're having in the community, a general question you need answered. Whatever it is, visit Community Feedback to get the answers you need right away. Our team is honored to partner with you and can't wait to help you!   ●  Power Apps  ● Power Automate   ● Power Pages   ● Copilot Studio  

Microsoft Ignite 2023: The Recap

What an amazing event we had this year, as Microsoft showcased the latest advancements in how AI has the potential to reshape how customers, partners and developers strategize the future of work. Check out below some of our handpicked videos and Ignite announcements to see how Microsoft is driving real change for users and businesses across the globe.   Video Highlights Click the image below to check out a selection of Ignite 2023 videos, including the "Microsoft Cloud in the era of AI" keynote from Scott Guthrie, Charles Lamanna, Arun Ulag, Sarah Bird, Rani Borkar, Eric Boyd, Erin Chapple, Ali Ghodsi, and Seth Juarez. There's also a great breakdown of the amazing Microsoft Copilot Studio with Omar Aftab, Gary Pretty, and Kendra Springer, plus exciting sessions from Rajesh Jha, Jared Spataro, Ryan Jones, Zohar Raz, and many more.     Blog Announcements Microsoft Copilot presents an opportunity to reimagine the way we work—turning natural language into the most powerful productivity tool on the planet. With AI, organizations can unearth value in data across productivity tools like business applications and Microsoft 365. Click the link below to find out more.     Check out the latest features in Microsoft Power Apps that will help developers create AI-infused apps faster, give administrators more control over managing thousands of Microsoft Power Platform makers at scale, and deliver better experiences to users around the world. Click the image below to find out more.     Click below to discover new ways to orchestrate business processes across your organization with Copilot in Power Automate. With its user-friendly interface that offers hundreds of prebuilt drag-and-drop actions, more customers have been able to benefit from the power of automation.     Discover how Microsoft Power Platform and Microsoft Dataverse are activating the strength of your enterprise data using AI, the announcement of “plugins for Microsoft Copilot for Microsoft 365”, plus two new Power Apps creator experiences using Excel and natural language.       Click below to find out more about the general availability of Microsoft Fabric and the public preview of Copilot in Microsoft Fabric. With the launch of these next-generation analytics tools, you can empower your data teams to easily scale the demand on your growing business.     And for the rest of all the good stuff, click the link below to visit the Microsoft Ignite 2023 "Book of News", with over ONE HUNDRED announcements across infrastructure, data, security, new tools, AI, and everything else in-between!        

Back to Basics Tuesday Tip #9: All About the Galleries

This is the ninth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     Today's Tip: All About the Galleries Have you checked out the library of content in our galleries? Whether you're looking for the latest info on an upcoming event, a helpful webinar, or tips and tricks from some of our most experienced community members, our galleries are full of the latest and greatest video content for the Power Platform communities.   There are several different galleries in each community, but we recommend checking these out first:   Community Connections & How-To Videos Hosted by members of the Power Platform Community Engagement  Team and featuring community members from around the world, these helpful videos are a great way to "kick the tires" of Power Platform and find out more about your fellow community members! Check them out in Power Apps, Power Automate, Power Pages, and Copilot Studio!         Webinars & Video Gallery Each community has its own unique webinars and videos highlighting some of the great work being done across the Power Platform. Watch tutorials and demos by Microsoft staff, partners, and community gurus! Check them out: Power Apps Webinars & Video Gallery Power Automate Webinars & Video Gallery Power Pages Webinars & Video Gallery Copilot Studio Webinars & Video Gallery   Events Whether it's the excitement of the Microsoft Power Platform Conference, a local event near you, or one of the many other in-person and virtual connection opportunities around the world, this is the place to find out more about all the Power Platform-centered events. Power Apps Events Power Automate Events Power Pages Events Copilot Studio Events   Unique Galleries to Each Community Because each area of Power Platform has its own unique features and benefits, there are areas of the galleries dedicated specifically to videos about that product. Whether it's Power Apps samples from the community or the Power Automate Cookbook highlighting unique flows, the Bot Sharing Gallery in Copilot Studio or Front-End Code Samples in Power Pages, there's a gallery for you!   Check out each community's gallery today! Power Apps Gallery Power Automate Gallery Power Pages Gallery Copilot Studio Gallery

Unlocking the Power of Community: A Journey with Featued User Group leaders Geetha Sivasailam and Ben McMann

In the bustling world of technology, two dynamic leaders, Geetha Sivasailam and Ben McMann, have been at the forefront, steering the ship of the Dallas Fort Worth Power Platform User Group since its inception in February 2019. As Practice Lead (Power Platform | Fusion Dev) at Lantern, Geetha brings a wealth of consulting experience, while Ben, a key member of the Studio Leadership team at Lantern, specializes in crafting strategies that leverage Microsoft digital technologies to transform business models.   Empowering Through Community Leadership Geetha and Ben's journey as user group leaders began with a simple yet powerful goal: to create a space where individuals across the DFW area could connect, grow their skills, and add value to their businesses through the Power Platform. The platform, known for its versatility, allows users to achieve more with less code and foster creativity.   The Power of Community Impact Reflecting on their experiences, Geetha and Ben emphasize the profound impact that community engagement has had on both their professional and personal lives. The Power Platform community, they note, is a wellspring of resources and opportunities, fostering continuous learning, skill enhancement, and networking with industry experts and peers.   Favorite Moments and Words of Wisdom The duo's favorite aspect of leading the user group lies in witnessing the transformative projects and innovations community members create with the Power Platform. Their advice to aspiring user group leaders? "Encourage diverse perspectives, maintain an open space for idea-sharing, stay curious, and, most importantly, have fun building a vibrant community."   Building Bridges, Breaking Barriers Geetha and Ben encourage others to step into the realm of user group leadership, citing the rewarding experience of creating and nurturing a community of like-minded individuals. They highlight the chance to influence, impact, and positively guide others, fostering connections that extend beyond mere technology discussions.   Joining a User Group: A Gateway to Growth The leaders stress the importance of joining a user group, emphasizing exposure to diverse perspectives, solutions, and career growth opportunities within the Power Platform community. "Being part of such a group provides a supportive environment for seeking advice, sharing experiences, and navigating challenges."   A Year of Milestones Looking back at the past year, Geetha and Ben express pride in the group's growth and global participation. They recount the enriching experience of meeting members in person at the Microsoft Power Platform conference, showcasing the diverse range of perspectives and guest speakers that enriched the community's overall experience.   Continuous Learning on the Leadership Journey As user group leaders, Geetha and Ben recognize the continuous learning curve, blending interpersonal skills, adaptability, and dedication to foster a vibrant community. They highlight the importance of patience, persistence, and flexibility in achieving group goals, noting the significance of listening to the needs and suggestions of group members.They invite all tech enthusiasts to join the Dallas Fort Worth Power Platform User Group, a thriving hub where the power of community propels individuals to new heights in the dynamic realm of technology.

Visit the Community Lounge at Microsoft Ignite!

Are you attending Microsoft Ignite in Seattle this week? If so, we'd love to see you at the Community Lounge! Hosted by members of our Community team, it's a great place to connect, meet some Microsoft executives, and get a sticker or two. And if you're an MVP there are some special opportunities to meet up!     The Community Lounge is more than just a space—it's a hub of activity, collaboration, and camaraderie. So, dive in, explore, and make the most of your Microsoft Ignite experience by immersing yourself in the vibrant and dynamic community that awaits you.Find out the schedule and all the details here: Community Lounge at Ignite! See you at #MSIgnite!    

Back to Basics Tuesday Tip #8: Subscriptions & Notifications

This is the eighth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!   This Week: All About Subscriptions & Notifications Subscribing to a CategorySubscribing to a TopicSubscribing to a LabelBookmarksManaging & Viewing your Subscriptions & BookmarksA Note on Following Friends on Mobile   Subscriptions ensure that you receive automated messages about the most recent posts and replies. There are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.   You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.   Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.   Subscribing to a Label You can find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label.          This opens a window containing a list of posts with the label you have selected. Click Subscribe.   Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board.   The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu. From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.              

Users online (2,623)