I recently encountered a scenario at work where responses to a Microsoft Form should be sent to different people via email based on a value selected as part of one of the questions. Basically, if a person selects Option 1, send an email to a group of people, if he selects Option 2 send it to another group of people, etc. This can be easily achieved with Power Automate within minutes!

I decided to do a short recording where I demonstrate this functionality:

8 thoughts on “Using Power Automate for targeted notifications of Microsoft Forms Responses”

  1. How would this work if the form allowed for selecting multiple answers?

    My agency has 6 locations and I am creating a form for sending out a notification to some of those locations. The user of the form selects which locations they want to send it to (could be just 1 or up to all 6). How do I get Power Automate to recognize all selections for that question as email address?

    1. Hi Jay,
      I’m assuming that you capture your locations as part of a Choice field (Location 1, Location 2, …, Location 6). This will end up as a JSON array in String format in Flow.
      For example, if your field is called “Locations”, you can access it accordingly once you’ve retrieved the response details in your Flow. You would then need to convert it, e.g. as part of a Compose action. For the Compose action, select “Expression”, type in json() (which is the function that will convert the JSON string into a proper JSON array). Click in between the brackets, select Dynamic Content, and select your field “Locations” from the Get Response details actions. You’ll end up with an expression similar to this: json(outputs(‘Get_response_details’)?[‘body/r02c51a04769d410cba95d84a8f7bb511’])
      The output of your Compose action is now an array, which you can e.g. use as part of an Apply to each loop.

      As for how to recognise this as an email address – you could either provide the email address as a value in your Form’s Location field (location1@safeaustin.org, location2@safeaustin.org, …), or do a mapping in your Flow somehow (e.g. set an email variable based on if(Location = location1) then email = location1@safeaustin.org , etc. via the switch Action shown in the video)

  2. I am creating flow that requires the use of multiple switches. for example, the forms first question is if you like apples or bananas. I want Person 1 to be notified for apples, Person 2 for bananas. the following question is if you’re favorite color is green, or blue. same scenario, except I want person 3 to be notified for green, person 4 for blue.

    I want them to all be notified on the same email, however the only way I can get this to work currently is if I parallel the 2 switches and have them each end with send and email, which would then send to just the person defined on that switch.

  3. Hello,

    Thank you for your tutorial. I have followed it closely but am having trouble. For my workflow, I am attempting to have a different user notified via email, depending on the department selected in my Microsoft form. I set mine up the exact way as you have in the video. When I test the workflow, only the email address listed in the value for the initialize variable step is receiving the notification. None of the emails listed in the Value under the switch control, under Set Variable are receiving the notification. Any advice for me? My flow is not giving me any errors either :-/.

  4. Thank you for the great tutorial. My form has a multiple choice answer and I want to be able to email different individuals based on the response. If Option A is selected: email individual A. However if Option A and Option C are selected, I want to email Individuals A and C. I’m having trouble figuring out how to handle the multiple options.
    Any suggestions?

  5. I have successfully got this to work. However, it is still sending a response to me as the creator of the form every time a response is received. Is there any way to stop this?

  6. Looking to display an image within a Set variable email.
    So, the receiver of the email can view the image inputting from a Microsoft form.
    Appreciate the correct coding from a Dynamic variable.

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