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:

2 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 ([email protected], [email protected], …), or do a mapping in your Flow somehow (e.g. set an email variable based on if(Location = location1) then email = [email protected] , etc. via the switch Action shown in the video)

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