sending approval email to the form respondent

[Tshulha]

Hi. I want to send an approval email to the form respondent if an answer to the question "Is SAP access required?" is yes. Is there any way to build this flow? The respondent's  email is recorded automatically in the form's responses spreadsheet.

Thank you!

[edgonzales]

@Tshulha 

Hi there, totally possible.  There might be a more elegant way, but here's how I did it:

You've got your Forms trigger "When a form is submitted", right?  And we know that as soon as we add the response stuff, Flow kicks off an Apply to Each loop, which means that if we put the approval inside that, we'll get an approval for each response answered (ie 10 approvals if 10 questions on the form).  So we need to collect the email address inside the loop, and then do the approval outside of the loop.  

What I did after the trigger was initialize a String variable.  This will give me someplace to store the email address and carry it out of the loop.

Then, we add the "Get Response Details" and let Flow make an Apply to Each loop.  Right after that (inside the loop) we add our condition to check the answer of the SAP question:

and if it's Yes, then we append the Responders eMail to the String variable.  I added a semi-colon just in case it added the email address more than once, but it didn't.

Then, outside of the loop, we look to see if there's anything in the string variable.  If they checked "no", it should be blank, and we don't want to start an approval.  If it's Yes, then we start the approval and use the variable as the Assigned User (I'm presuming all of the form responders will be on your tenant).

Everything else should be how you probably already have the approval.  What do you think?  

Either way, keep us posted.

-Ed-

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[Tshulha · Accepted solution]

Thank you, Ed.

I reconfigured my task to just send a notification with instructions is SAP was selected.

I used the following approach with condition to solve my task:

https://flow.microsoft.com/en-us/blog/using-forms-with-flow-to-automate-onboarding/

Tanya.