Sending out approval Email with link to a Microsoft Form then making status approved

[ClarkyPA365]

Hi,

Would it be possible to create a flow that sends out a personalised email containing details obtained from a SharePoint site that the receiver of the email once approves then initiates  an Microsoft Form and when that has been submitted marks the SharePoint record as complete / approved 

[akandis]

@ClarkyPA365 the workflow you describe it's achievable.

[ClarkyPA365]

Hi @akandis ,

Now the million dollar question how would it be achieved???? 

[RobElliott · Accepted solution]

@ClarkyPA365 You can add a link to a form inside a personalised email but you should have the </>code view button switched on then you'll need to use html tags throughout your email body as shown below:

You can't pre-populate the form with the ID number from the SharePoint list so, you'd need a question for this and whoever is approving and completing the form would need to enter the ID which couold be automatically added to the email.

You'd need a separate flow that runs when a new response is submitted from Forms, get the details including the ID and puts the ID into a string variable. The you'd use a get item action with the ID set to be the output of the variable. You could then update the item in SharePoint by adding in the approver's email from the form details, the status and today's date.

Rob
Los Gallardos
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[ClarkyPA365]

Hi @RobElliott 

Thanks for your reply.

My scenario is that of a Supervision discussion which could be a single person or group of people.  The group will need to complete the form individually so my trigger is When Item is Created in SharePoint.  The requirements are for an approval email goes out and when approved the form goes out but was thinking down the line of adding the link into the initial email and when the form is completed it will update the record to approved / completed.  Would a reminder email be able to go out with a link to the form or is it like when a reminder goes out for approval it can't have the approval / reject on the reminder
I'll create a flow and using your example above and most probably will ask more questions 😀

[RobElliott]

The reminder won't have the approve/reject buttons.

Rob
Los Gallardos

[ClarkyPA365]

Hi @RobElliott 

This is the flow I have already

It includes the option to delay waiting for a response and sending out reminder if not received in the allotted time set.

It seems to fail at this point

I know this may be asking a bit much, but how would you create a flow to : -

Send out a notification (email) including link to MS form with the reminder option.
Update the SP site with response of the MS form and set the status to approved.

[ClarkyPA365]

Hi @RobElliott 

May have an issue with sending out approvals.  Looking at some of the videos do you need to have designated approvers set up in the SP site first?

My requirements are that an email is sent to potentially loads of different people who have undertaken a discussion session and for our records they need to say they have had the discussion (approved) and then a feedback form (MSForm) will be sent either by a link embedded in the initial email or once the item in SP has been modified, by the status being amended to approved and then a the MS form will be sent and once this is completed the status will change to completed