Collect Input and record against SQL record

[bkeano]

Hi

I have some Sales Orders in an SQL table, one of the fields on each record is called 'Purchase Order Number' and I want to collect this from the record related customer using Flow.

Step 1: So the intial trigger is when a new record is created in SQL , as below

Step 2: Next I want to Send an Email to the customer, the customer email address is on the above record, and this email should give the customer the relevant Sales Orders details (more fields from the record). All this works fine and I can even collect a response from the customer using the flow item 'Office 365 Outlook: Send Email with Options,

And I can use the reponse from this in my update of the record as per Step 3 below

 My problems is how to I collect the 'Purchase Order Number' from this email or is it possible ?

So I need the email to work like the flow item 'Office 365 Outlook: Send Email with Options, but instead of an choice option giving a response there should be a box to allow the end customer enter the PO Number, then this value would should be made availible to the next step 'Update SQL' below

Step 3: Update the SQL record with the value collected at step 2 above, using the flow item 'Office 365 Outlook: Send Email with Options. I can do this with the choice selected as in screenshot below, but as above I need the user to input a value as opposed to select a choice. Below my a screenshot of my Update

Is there another way that I can easily achive this? The customer is external, so above flow process is ideal for me, just unfortunate that the flow item 'Office 365 Outlook: Send Email with Options does not allow the end recipient free text.

Appreciate any work arounds or suggestions to achive this. Thanks

[v-litu-msft]

Hi @bkeano,

I am afraid that there is no way to send an email with an option action that could contain comments or other text fields, furthermore, the customer is external, the approval could not achieve this.

As a workaround, you could consider sending the customer a Microsoft Form like this:

These are steps on how to create the Flow:

Step 1: create send an email (V2) action to send the MS Form link to the customer.

Step 2: Initialize variable named EmailAddress.

Step 3: Create a Do Until action to wait for the customer append the MS Form, if the email address append is equal to customer's, jump out of the loop.

Step 4: After the loop, get the response details, you can get the Purchase Order Number and update it in the SQL.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[bkeano]

Hi @v-litu-msft 

Thanks for response above

Unfortunately the process does not seem to work as you describe, I tried first using my own data and then replicated your example to be sure I was not missing anything, but 'Do Until' just keeps waiting and I can't see how it would evaluate the data given the steps, below how I replciated your steps

Step 1 I set-up the form, as below

Step 2:Next I set-up the Email and Initialise the Variable

Step 3: I add the 'Do Until' and insert flow items 'When a new response is submitted' along with set variable as below

I test at this stage, createing a new record which sends me the email, I fill the form putting in the same email address as specified in the 'Do Until' condition

But the 'Do Until' doe snot close, I think something maybe missing in your instruction or screenshots, as I can't see how it would evaluate the email adress against the Form given above steps? But I'm not clear how I can go about it either....

Appreciate your help with this

[bkeano · Accepted solution]

Hi @v-litu-msft 

Think I solved it!

There were a few extra steps, under the 'Do Until', I must grab the 'Response Details' for the trigger 'When a new response is submitted', then insert the 'Email Address' field from the 'Get Response Details' as the 'Set Variable'. As below

Then the set variable gets passed up to the 'Do Until' condition, satisfying that condition and allowing the next step to happen

Happay days! Need to apply it to my situation now, but concept seems to work well, thanks for your help