How to create a flow to ask employee updating information?

[SiyamandRashid]

Hello All, 

I have an excel sheet contains information about employees, I want to create a flow which allows me to send respective information to each employee and ask them if there is any update to do it and submit the changes to the excels sheet.

how this possible please?

regards 

[SiyamandRashid]

I have got these steps below, but from step3  is not clear for me I appreciate if someone create this flow for me

1. Set up the trigger: Choose the appropriate trigger for your flow. For example, you can trigger the flow based on a scheduled interval, a new item in the Excel sheet, or an external event like an email.

2. Add the "Excel - Get rows" action: Add the "Excel - Get rows" action to retrieve all the employee information from the Excel sheet. Configure the action by specifying the Excel file and the sheet name.

3. Add the "Apply to Each" loop: Add the "Apply to Each" action and configure it to iterate through each row of the employee information retrieved in the previous step.

4. Add the "Microsoft Forms - Get response details" action: Within the "Apply to Each" loop, add the "Microsoft Forms - Get response details" action. Configure the action by selecting the appropriate form and the response ID, which can be obtained from the dynamic content of the trigger or a previous action.

5. Add the "Microsoft Forms - Share form with recipient" action: Within the same loop, add the "Microsoft Forms - Share form with recipient" action. Configure the action by specifying the recipient's email address and the form you want to share. You can customize the email subject and body to include instructions for the employees.

6. Generate the pre-filled form link: To generate the pre-filled form link, you need to concatenate the form link with the response ID. Use the expression "concat('https://forms.office.com/Pages/ResponsePage.aspx?id=', triggerBody()?['responseId'])" to generate the pre-filled form link.

7. Send the email with the pre-filled form link: Add an email action within the loop to send the email to each employee. Configure the action with the recipient's email address, subject, and body. In the body, include the pre-filled form link generated in the previous step.

8. Save and test the flow: Save the flow and test it by running a test instance. Ensure that each employee receives an email with their unique pre-filled form link.

When the flow is triggered, it retrieves the employee information from the Excel sheet using the "Excel - Get rows" action. Then, within the loop, it fetches the response details of each employee's form submission using the "Microsoft Forms - Get response details" action. Next, it shares the form with the employee using the "Microsoft Forms - Share form with recipient" action and sends an email with the pre-filled form link using the email action.

[v-jefferni]

Hi @SiyamandRashid ,

You will need two separated flows, one (trigger scheduled flow eg. every week/month) for sending notification Emails to users that in the Excel table, the other for get responses from form submissions, triggered by when a form is submitted. The reason is the two processes are independent. Users are able to submit a form no matter they have or haven't receive a notification Email.

Best regards,