Send an Email (V2) Reply to strange behaviour.

[squirmster]

I have a bit of a strange issue.

I have a form created to receive suggestions, and have a flow linked to it. In the flow, I use a Send an email (V2) step set in my flow, which will send an email to Zendesk. I am using the Reply to field to capture the Responder's Email, because when it hits ZenDesk, a ticket will be created against the responder (rather than the flow owner (me)). This has worked previously without issue.

In my testing for this form, I put my email as the recipient, but when another user fills in the form, the email to me comes from my email address. But when I reply to the received email it replies to the user that filled out the form. 

When I check the flow, the details are correctly pulling the user email from the responder's email field, I tried using the Get User Profile (V2), but there was no difference in behaviour 

Is anyone able to advise why the email to me says it is from me, but the reply to is to the user and if there is any way to resolve it?

Many thanks in advance

[creativeopinion]

@squirmster Can you upload a screenshot of your flow in the Classic Designer (toggle off the New Designer if you are using it) and click on each action to expand. 

In the meantime, you may find these MS Form tutorials helpful: 

How to Get Microsoft Form File Uploads Attached to an Email 📧

In this Microsoft Power Automate Tutorial I’m going to cover where file uploads from your Microsoft Forms are saved. I’ll also show you how attach the uploaded files to an email and how to dynamically name the files and customize the recipient of the email based on the selections made in your Microsoft Form. I will also cover how to handle responses that don’t include any file uploads.

IN THIS VIDEO:

‌✅‌ Two types of MS Forms

‌✅‌ Where Microsoft Personal (OneDrive) Form File Uploads are Saved

‌✅‌ Where Microsoft Group Form File Uploads are Saved

‌✅‌ How to Add a File Upload Question to an MS Form

‌✅‌ How to get a Microsoft Form ID

‌✅‌ How to get a Microsoft Form Response

‌✅‌ How to Get the Dynamic Content Microsoft Form File Upload Content

‌✅‌ How to handle Single and Multiple Microsoft Form File Uploads

‌✅‌ How to use a Scope action to Organize and Group Your Flow Actions

‌✅‌ How to Get the File Content from an MS Form File Upload

‌✅‌ How to Collect All Files Uploaded to a MS Form and Attach to an Email

‌✅‌ How to Handle MS Form Response When a File Isn’t Uploaded

‌✅‌ How to Create an Email Key

‌✅‌ How to Send an Email to a Specific Recipient Based on Form Selection

‌✅‌ How to Create a Dynamic Output Based on Form Selection

-----

How to Add Microsoft Form File Uploads to a SharePoint List Item

In this Microsoft Power Automate Tutorial I’m going to cover how to add file uploads to a SharePoint list item. First, I’ll show you how to get the file name and content from the File Uploads from your Microsoft Form, then I’ll show you how to add those files to a SharePoint item.

IN THIS VIDEO:

✅ Two types of MS Forms

✅ Where Microsoft Personal (OneDrive) Form File Uploads are Saved

✅ Where Microsoft Group Form File Uploads are Saved

✅ How to Add a File Upload Question to an MS Form

✅ How to get a Microsoft Form ID

✅ How to get a Microsoft Form Response

✅ How to Get the Dynamic Content Microsoft Form File Upload Content

✅ How to handle Single and Multiple Microsoft Form File Uploads

✅ How to use a Scope action to Organize and Group Your Flow Actions

✅ How to Get the File Content from an MS Form File Upload

✅ How to Collect All Files from Multiple File Upload Questions

✅ How to Handle MS Form Response When a File Isn’t Uploaded

✅ How to Attach an MS Form Single File Upload to a SharePoint List Item

✅ How to Attach Multiple MS Form File Uploads to a SharePoint List Item

✅ How to Attach MS Form File Uploads to an Email

-----

How to Get a Microsoft Form RSVP Response into a SharePoint List

IN THIS VIDEO:

✅ How to get a Microsoft Form Response into SharePoint

✅ How to get a Microsoft Form ID

✅ How to get a Microsoft Form response

✅ How to Build a Microsoft Form with Conditional Fields

✅ How to used Branching in Microsoft Forms

✅ How to format Microsoft Form multiple choice responses for a SharePoint multi-choice column

✅ How to parse a Microsoft Form multiple choice response as string of text

✅ How to convert a text response to a number

✅ How to use the Switch action

✅ How to create a custom email confirmation for a Microsoft Form submission

✅ How to Create a Custom View in a SharePoint list

✅ How to use the Compose Action

✅ How to write Power Automate Expressions

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[squirmster]

Screens of flow steps:

On a subsequent test, we emailed zendesk directly and the ticket created was to the correct email address, so it is using the correct data, but it would be great to understand why the email address was showing as me (the owner), instead of the respondent.

[creativeopinion]

@squirmster Can you clarify what you mean when you say: why the email address was showing as me (the owner), instead of the respondent?

The Responders' Email Address dynamic content should pull the email address of the user who's filled out the form. When reviewing a prev flow run, you can confirm the Responders' Email address in the Get Response Details action.

Can you confirm what you are seeing from your end?

[squirmster]

Hi,

the responder's email is correct:

And in the Send an Email (V2) Reply To, it shows the user (alan)

But when it sends me the email in outlook, I receive the email from myself. 

When I reply to the email, it is addressed to the respondent.

Thanks for looking at it.

[RobElliott]

@squirmster if you are using the Send an email (v2) action the email will always come from you as the creator of the flow, it cannot come from the form responder. The only way round that is to use a shared mailbox and you could have the email come from the name of the shared mailbox.

Rob
Los Gallardos
Principal Consultant, SharePoint, Forms and Power Platform, WSP Global (and classic 1967 Morris Traveller driver)

[squirmster]

Thanks for replying Rob, it may be designed to do that, but that doesn't appear to be what is happening.

While the email account says it is from me, any replies to the email go to the correct (user) email address, so it is putting the wrong description on the email, even thought the guts are OK.

I found another instance of a separate flow that does the same says it is from me, but replying to it goes to the responder. I don't even own that flow any more as I transferred it to a group.

[creativeopinion · Accepted solution]

@squirmster As @RobElliott stated. Emails will always come from the creator of the flow—in this case it's you. I believe there is a misunderstanding with how you think the Reply To field works.

The Reply To field allows you to specify an email address that recipients will use when they hit the Reply button in their email client. This field directs responses to a specified email rather than the email address from which the message was originally sent.

The Reply To field does not:

• Change the sender's email address: The email is still sent from the account configured in your Power Automate connection (like Outlook). For example, if your Power Automate is connected to "yourname@example.com," the email will appear to be sent from "yourname@example.com," regardless of what is entered in the Reply To field.
• Imply sending rights: Just because you can put any email address in the "Reply to" field doesn't mean you have the authority to send emails as that address. It's just a direction for where replies should be sent.

In some of my flows I use a no-reply email address. However, I set the Reply To email address as a Shared Mailbox. I do this especially when sending out mass automated emails. This way the Shared Mailbox outbox isn't filled with those mass automated emails.

In some of my other flows I use the Shared Mailbox (which I have rights to send from) to send out emails, however I will specifically set the reply to email address as my own (or another team member's email address).

Hope this helps!

[squirmster]

Thanks for the much longer explanation. It makes sense, but I still need to wrap my head around it.

Thank you to both you and @RobElliott for your guidance.