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Store a form response in a variable and trigger an action when the variable reaches a value

Hi everyone

I'm pretty new to Forms so I wonder if you can help me with what might be quite a basic request.

I've created a scheduled Flow to send out a Form every morning.

The form is a check-list and when a particular action is not carried out on three consecutive working days (i.e. the option 'failed' is selected on three days ina row) I would like this to trigger an escalation email to e.g. a manager.

 

The Form responses are being recorded in a basic SharePoint custom list.

Can anyone suggest a method for storing the number of 'failure' responses in a variable and then triggering an action once that variable reaches 3, sends an email and then resets to 0?

Would I use the variable feature in Flow for this, or is there a way to do it using a separate simple Custom List which has only one value which acts as a counter?


Many thanks for your help on this - I have done some research but I don't really understand the responses I've seen to similar questions.

 

Conan McDonnell

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Community Support

Re: Store a form response in a variable and trigger an action when the variable reaches a value

Hi @ConanMcDonnell1 ,

 

It is recommended that you use an additional list to achieve your needs, which is independent of the custom list you mentioned.

  • Use this list to determine that a particular action is not carried out on three consecutive working days.
  • Create a new list to store the Response option or other content.

54.PNG

Then configure the following flow:

  • After a user submits the form, get the selected option and create an item in the specified list.
  • According to ID to obtain the last three items, use Filter array to filter out the items whose option is failed.
  • Use length() function to get the number of items. If it is equal to 3, send the message and delete all the items in the list.

Image reference:

51.PNG52.PNG53.PNG

Hope it helps.

 

Best Regards,

Community Support Team _ Barry
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

2 REPLIES 2
Highlighted
Community Support
Community Support

Re: Store a form response in a variable and trigger an action when the variable reaches a value

Hi @ConanMcDonnell1 ,

 

It is recommended that you use an additional list to achieve your needs, which is independent of the custom list you mentioned.

  • Use this list to determine that a particular action is not carried out on three consecutive working days.
  • Create a new list to store the Response option or other content.

54.PNG

Then configure the following flow:

  • After a user submits the form, get the selected option and create an item in the specified list.
  • According to ID to obtain the last three items, use Filter array to filter out the items whose option is failed.
  • Use length() function to get the number of items. If it is equal to 3, send the message and delete all the items in the list.

Image reference:

51.PNG52.PNG53.PNG

Hope it helps.

 

Best Regards,

Community Support Team _ Barry
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

Highlighted
Regular Visitor

Re: Store a form response in a variable and trigger an action when the variable reaches a value

Hi Barry

 

Many thanks for your help.

 

I will try this out and let you know how I got on.

 

All the best

 

Conan

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