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ehayes
New Member

Flow and form responses - limit number of times an action happens

Hello,

 

I'm setting up a flow to send emails based on responses to a form. I have everything set up on the flow and emails are being sent when they should, but I want to limit the number of times an email is sent. To be more specific about it, I will have lots of people filling out a form. The form determines if they are eligible and they will receive an email accordingly. But I only want to first 5 people who are eligible to receive the "you are eligible" email. Ideally, everyone after that would receive a different email.

 

I've tried using "Do until" but haven't had luck with it not sending emails after the specified number of responses, plus this doesn't allow a different email to be sent to anyone after that limited number of responses.

 

Can anyone help?

6 REPLIES 6
ScottShearer
Super User III
Super User III

@ehayes:

 

I am assuming that you will be sending the emails out as the form responses come in.  Because of that, you'll need to srore the count of the number of emails sent somewhere else such as in a SharePoint list or an Excel workbook (I suggest SharePoint).  Whe a new Form response comes in, retrieve the SharePoint list item and take action as appropriate.

 

Let me know if you need an example.

 

Scott

 

 

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Scott

Hi Scott,

 

Thanks for the reply. I don't think that will help. Let me add some more context. I will have people filling out a form and will be collecting demographic data (age, location, etc). Based on those answers I want to send out automatic email responses using a Flow - the participant would get one of three responses:

#1. you aren't eligible.

#2. you are eligible, please sign up.

#3. You are eligible, but will be on our waitlist.

 

The flow is easy enough to set up to send response #1 to anyone who doesn't match the target demographic. Where I want to limit emails is for #2. So the first 4 people who fill out the form and give responses A, B, and C would get #2 and anyone after the first 4 to give those responses would get #3.

 

It seems like the "Do Until" control action should be able to make this happen, but I can't figure out how to: 1. limit the number of times that that particular response occurs, and 2. how to then send out a different email. If I can't send out a different email, at least I want to stop sending responses after the limited number of responses.

HI.

 

Can you please share the solution if you were able to create it? 

@ScottShearer  Can you please share the solution for this flow. I have similar request. thanks 

@ehayes  Hi can you please share the complete solution about flow and form responses..

yashag2255
Dual Super User II
Dual Super User II

Hi! This request can be solved using arrays. 

 

Step 1: Get the responses from the form

Step 2: Create a variable (Array 1) that populates the people who send selected relevant responses for #2. 

Step 3: Create another variable (Array 2)

Step 4: Create an if codition, that says if the length of Array 1 is 4, the next list is to be populated to Array 2.

Step 5: Create an apply to each condition and select Array 1-> create the send email action and customise the email to send (#2. you are eligible, please sign up.)

Step 6: Replicate step 5, choose Array 2 this time and cusomise the email to send (#3. You are eligible, but will be on our waitlist.)

 

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.


@ehayes wrote:

Hi Scott,

 

Thanks for the reply. I don't think that will help. Let me add some more context. I will have people filling out a form and will be collecting demographic data (age, location, etc). Based on those answers I want to send out automatic email responses using a Flow - the participant would get one of three responses:

#1. you aren't eligible.

#2. you are eligible, please sign up.

#3. You are eligible, but will be on our waitlist.

 

The flow is easy enough to set up to send response #1 to anyone who doesn't match the target demographic. Where I want to limit emails is for #2. So the first 4 people who fill out the form and give responses A, B, and C would get #2 and anyone after the first 4 to give those responses would get #3.

 

It seems like the "Do Until" control action should be able to make this happen, but I can't figure out how to: 1. limit the number of times that that particular response occurs, and 2. how to then send out a different email. If I can't send out a different email, at least I want to stop sending responses after the limited number of responses.


 

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