cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
bh4017
Regular Visitor

Use form submission to look up a list of users and then Teams message those users

I am building a simple ticket system which takes the response from a form and populates a "ticket" list.  This is all working quite nicely.

One of the responses on the form is 'category', and this really determines who should react to the submitted ticket.

I would like to automatically send a Teams message to the relevant people based on the 'category' choice that is made in the form.

One idea I had was to create another list which marries categories to employees.  So for example, something like this:

Joe Bloggs | Category A
Sue Storm | Category A
Jane Doe | Category B
...
Then if someone selects Category A on the form, then when it is submitted I would look in the above list and somehow collect the Joe Bloggs and Sue Storm entries and Teams them some details.

Would an experienced Power Automate user like to hazard a guess as to whether this would be possible? And if so maybe you would be kind enough to pass on some hints to send me off in the right direction.

Many thanks!

1 ACCEPTED SOLUTION

Accepted Solutions
Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @bh4017,

 

One approach could be to create an array in your flow with the mappings of categories and email addresses and filter that array based on the response in the form.

 

Below is an example of that.

 

1. Add a compose action. Use a mapping like below.

 

 

 

[
  {
    "Category": "Category A",
    "Email": "joebloggs@contoso.onmicrosoft.com"
  },
  {
    "Category": "Category A",
    "Email": "suestorm@contoso.onmicrosoft.com"
  },
  {
    "Category": "Category B",
    "Email": "janedoe@contoso.onmicrosoft.com"
  }
]

 

 

 

categorymapping.png

 

2. Add a parse json action. Use the outputs of the previous compose as content. I used the following schema

 

 

 

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Email": {
                "type": "string"
            },
            "Category": {
                "type": "string"
            }
        },
        "required": [
            "Category",
            "Email"
        ]
    }
}

 

 

 

 

parsejson_categorymapping.png 

 

3. Add a filter array action. Use the Outputs of the Parse Json for the From field. Compare the Question with the Category value. This should result in only rows with the correct category.

 

filterarray_categories.png

 

4. Within an apply to each you can send all the individual employees a message via Post a message as the flow bot to a user action by using the email field from the filter array action.

 

postamessageasaflowbot.png

 

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


View solution in original post

7 REPLIES 7
Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @bh4017,

 

One approach could be to create an array in your flow with the mappings of categories and email addresses and filter that array based on the response in the form.

 

Below is an example of that.

 

1. Add a compose action. Use a mapping like below.

 

 

 

[
  {
    "Category": "Category A",
    "Email": "joebloggs@contoso.onmicrosoft.com"
  },
  {
    "Category": "Category A",
    "Email": "suestorm@contoso.onmicrosoft.com"
  },
  {
    "Category": "Category B",
    "Email": "janedoe@contoso.onmicrosoft.com"
  }
]

 

 

 

categorymapping.png

 

2. Add a parse json action. Use the outputs of the previous compose as content. I used the following schema

 

 

 

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Email": {
                "type": "string"
            },
            "Category": {
                "type": "string"
            }
        },
        "required": [
            "Category",
            "Email"
        ]
    }
}

 

 

 

 

parsejson_categorymapping.png 

 

3. Add a filter array action. Use the Outputs of the Parse Json for the From field. Compare the Question with the Category value. This should result in only rows with the correct category.

 

filterarray_categories.png

 

4. Within an apply to each you can send all the individual employees a message via Post a message as the flow bot to a user action by using the email field from the filter array action.

 

postamessageasaflowbot.png

 

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Thank you very much indeed for your detailed response!

I tried it out and unfortunately it doesn't work for me.  The 'Apply to each' action does not execute when in my form submission I set a category which matches an associated entry in the JSON content entered in the 'Compose' step.

The logic looks good though and I feel like this will work if I can get the mapping of categories to an array to work.

 

I am completely new to Sharepoint and Flows so I think the first place to start is to try and get a handle on these Compose, Parse JSON and Filter Array steps so that I can hopefully figure out why it doesn't map an entered category on the form response.

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @bh4017,

 

Just to double check. Can you have a look at one of your flow runs and double check the output of the get response details action?

 

In my tests I saw some instances of Microsoft Forms putting an additional new line character at the end of my question response value.

{
  "responder": "dennis",
  "submitDate": "4/17/2021 12:49:02 PM",
  "rca5dfa207e8b4e6b9bdcca55134f5169": "Category A\n"
}

 

newlineinchoice.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


OK, interesting.  First of all I was not aware I could review previously executed flows and get their details, that is very helpful in and of itself.

Now, when I check the Get response details I don't see what you're getting.  I get a status code (200, which I guess means OK) and then I get some Headers details.  In the Headers I can see the Content-Type is application/json.
But, unfortunately, I don't see any JSON content at all.

Capture.PNG

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @bh4017,

 

I just noticed in your screenshot that you are using a different trigger action. You are using the SharePoint When a new item is created action. I also see you are trying to retrieve response number 12. Do you already have 12 responses in your form?

 

Btw, in my example I was using the When a new response is submitted trigger action:

https://docs.microsoft.com/en-us/connectors/microsoftforms/#when-a-new-response-is-submitted



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Tut, you're absolutely right!

What happened here is that I have another flow which takes the form response and populates a list and that is working.  Then, with this flow, my idea was to trigger off the population of the list.  Then when you replied with your suggestion and I attempted to implement it I neglected the subtle different between a Form response and the Sharepoint item.

Now, it seems to me that if I am going to trigger off the form submission I might as well extend the flow I've already got working so that it sends my message as well as populates the list.

I'm having a play at the moment.  There is something a bit weird in the JSON output though.  Even though the Get response details step correctly outputs the field "Category" with its submitted value "Development", in the body the JSON content has some kind of unique ID in place of "Category".  Well, I'll have a play around with it and see what I can get working.  Thank you very much indeed for your kind help!

Capture.PNG

Even though it looks like there is some discrepancy in the JSON output from the form, it still works OK and I am able to map a Category in the form to a Category in my array.  Working fine and I've learned a lot.  I've also had a glimpse at how much there is still left to learn with this! Cheers!

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (6,077)