Sending PDF docs based on what a client selects in the form.

[amarks]

Hi there! I am new to power automate and am trying to build a flow that sends the relevant pdf documents based on what a client selects in the form. 

For example, if they select yes to Q1, no to Q2, and Yes to Q3, send an email with PDF 1 and PDF 3 attached. I was wondering if there is an if logic to do this. 

Currently, I have built multiple conditions with all the possible options that could be selected. This seems unsustainable as the list grows. This works, but as the workflow goes through each condition it will always fail, as only one of the conditions will work. If I do it this way, is there a way to add 'go to next condition' in the no side, so that the workflow doesn't fail at a top level. 

This shows how I have set it up, this works but means I have to manually put in all the possible combinations of answers. 

For example, here only the PDF for the first one needs to be sent. 

Thank you for any help!! 🙂

[Matthy79]

Hello @amarks 

There are many options to do this. Depending on what is the whole requirement the decision could be different.

Right now you could create a variable and append each selected pdf. So… If pdf1 is equal yes then get content and append to array variable (in the correct format). Same for pdf2 and pdf3.

After that you send an email and use the array variable.

There are a lot of topics in this forum that shows how to add multiple attachments to an email.

A different approach could be to create an array with the references to the documents with some additional information. Use filter array to filter the pdfs that needs to be send and run an apply to each filtered item. You could than use append to array or a select action to create the array of attachments.

[amarks]

Hi @Matthy79,

This is super useful! 

Please let me know if you can help with the following:

1. How do I get the if function? 

2. where can the variables that you have suggested fit in to my existing workflow? 

This is completely new for me, so any help is appreciated 😁

[amarks]

Is this anywhere near the right lines? Can I not put an expression for If in the email attachment part? @Matthy79 

[Matthy79 · Accepted solution]

Hello @amarks 

Flow could look like this:

Of course you have to add a condition for each of your files (I only added one in my sample).

[amarks]

Hi @Matthy79 

I have implemented what you have said, but when the form response is equal to No for one of the answers, the PDF still sends. 

Please let me know if I have missed anything! 

[Matthy79]

Please take a deeper look at my flow and your flow.

I create an attachment array and append to this array an object in a specific way. After that I use this array during send email.

You append to that array different and don’t use it during send mail but create a new array there with all the files. That doesn’t make sense.

[amarks]

Hi @Matthy79 , 

I can't seem to find the variable initialise attachment. I believe now I have created an array variable and appended a file to that array. Then selected the array in the email. But now I get this error. 

"Flow save failed with code 'OpenApiOperationParameterValidationFailed' and message 'Input parameter 'emailMessage' validation failed in workflow operation 'Send_an_email_from_a_shared_mailbox_(V2)': The parameter with value '"@{variables('Criteo Attachment')}@{variables('Rakuten Attachment')}"' in path 'emailMessage/Attachments' with type/format 'String' is not convertible to type/format 'Array'.'."

Let me know if you have come across this before! 

I appreciate any help!

[Matthy79]

My flow has only one variable. You always append to the same variable if the condition is true (if the file should be attached. And you use “append to variable”. The variable has to be an array variable.

[amarks]

@Matthy79 I believe I have appended to the same variable if the condition is true. But if I want to send only one email response to a form response, with the relevant PDFs attached, how do I get each PDF to attach only if the answer to each PDF is Yes?

[Matthy79]

This sentence is unclear for me (how do I get each PDF to attach only if the answer to each PDF is Yes?).

Do you only want to attach each document if the user answers yes to each document? In that case you just have to check if all selects in the form are true and than read all documents. Otherwise add nothing.

If you want to add each document that the user selected than the solution I provided earlier is exactly what you need. I provided one sample and you would have to do that for all the files. So.

If choice 1 is set to Yes than append File 1 to array variable

If choice 2 is set to Yes than append File 2 to array variable

If choice 3 is set to Yes than append File 3 to array variable

Always do all the if checks and you will get an array of 0, 1, 2 or 3 Files depending on the user selection.

After that you just use that array in the email action.

[amarks]

@Matthy79 Thank you for the clarification. Just to sum up, I have a form that asks: 

1. Do you have X? Yes or No 

2. Do you have Y? Yes or no

3. Do you have Z? Yes or no

If they select yes to all 3, then I want to send PDF 1,2 and 3. If they select just yes to Y and Z, then I need to send PDF 2 and 3 etc...

I have done what you said, but I get the error the parameter with value '"@{variables('Criteo Attachment')}@{variables('Rakuten Attachment')}"' in path 'emailMessage/Attachments' with type/format 'String' is not convertible to type/format 'Array'.

[Matthy79]

It looks like you use more than one variable. Why is that? Look at my sample. I just create one variable and append to this variable. Afterwards I use this variable inside the email action as attachments array.

[amarks]

@Matthy79 Because I need to send it all in one email. I was hoping to create an email that sends the relevant PDFs in one. I don't want to send multiple emails, just one that dynamically attaches the relevant PDFs. 

e.g.

1. a client submits a form
2. a client selects yes to question 1 and no to question 2 and yes to question 3
3. send an automated email that attaches both the PDF corresponding to question 1 and the PDF corresponding to question 3

I thought having both variables will pull through only when the condition is yes and attach that to the email if yes. Does that make sense?

[Matthy79]

I understand the requirement and I posted a solution. Please just do it and you will be happy. Trust me.

[amarks]

@Matthy79 Thank you so much! I kept going through it and see that I created two variables as opposed to one! 

I appreciate the help and all sorted now 😀