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Rick_black
Advocate II
Advocate II

Send Survey via Email and Get Status whether Survey filled

I am having a problem with Sending Emails that have a survey on forms. I am envisioning to have a  screen that has two main capabilities.
1. An input /Combo box where I can put Email(s) and send the Emails using Automate and get information replied on Sharepoint. (At the moment, I can flag the Email Manually and get the information in a SharePoint list).
2. Show a status report on a display gallery of the sent emails, the sent time, and whether if the survey has been filled or is filled or not. 

Please assist 

3 REPLIES 3
BCLS776
Super User
Super User

You can do this using the basic Forms licence, but there is a drawback. Here are the basic steps:

  1. Make your Form and create a sharing link for it that is accessible to anyone inside or outside your organization. Make sure your Form asks the user to enter their email address as an identifier.
  2. In your app, send an email with the sharing link inside of it. There are several ways, including an Outlook connector for sending emails.
  3. Upon sending the email, create a record in your Sharepoint List indicating the email address and sent status of that email
  4. Use a Power Automate flow that monitors your Form for whenever a new response is received
  5. Use the Form response contents to list and update the record in your Sharepoint List that corresponds to the user's email

The big drawback: the user needs to put the correct email address in their form response. If not, you won't have a way to associate the outgoing email with the incoming response because everyone gets the same sharing link.

 

If you use Dynamics365 Customer Voice, which is another licence, you can get access to individualized email links that uniquely identify respondents.

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Yet to solve this. Experiencing blockers. From the question, number 1 is working perfectly. number 2 of  the question is where the problem is.

Q.IN number 3 of your solution @BCLS776 , what is the data type for that SharePoint column, a toggle does not work as well as I thought. I thought of a choice. Also how will it be triggered to change from Survey not answered to Survey filled? 


@Rick_black wrote:

 

Q.IN number 3 of your solution @BCLS776 , what is the data type for that SharePoint column, a toggle does not work as well as I thought. I thought of a choice. Also how will it be triggered to change from Survey not answered to Survey filled? 


A single line of text column for both the email address and the status column works the easiest.

 

Step 4 in the method I described is when you update the Status column. Power Automate offers a trigger for "when a new response is submitted" for a form. Using that trigger you can retrieve the form contents and then update the row in your SP list. You will need to "Get Items" using a filter query based on matching the email address used to send the form with the email address that comes back in the form response. Put an "Update Items" inside of an "Apply to All" and use that to update your SP list with response data while changing the status.

Let us know how Step 2 is giving you problems and we'll help with that too.

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