Change notification email based on given answers in form

[HH84]

Hi there,

Hope you can help.

I have a form for which the main question has 3 options:

1. Make new reservation
2. Cancel reservation
3. Change reservation

The follow-up questions for option 1 are:

• For which date or dates do you want to make a reservation? (open text field <reservation date>)
• For how many people is your reservation? (open text field <number of people>)
• What type of reservation do you want? (multiple choice <reservation type>)

The follow-up question for option 2 is:

• For which date or dates do you want to cancel your reservation (<initial reservation date>)

The follow-up questions for option 3 are:

• For which date or dates was your initial reservation? (open text field <initial reservation date>)
• For which date or dates do you want to make a new reservation? (open text field <reservation date>)
• For how many people is your reservation? (open text field <number of people>)
• What type of reservation do you want? (multiple choice <reservation type>)

When chosen option 1, I want an email to go out to both me and the responder saying something like:

<responder name> has made a new <reservation type> reservation for <number of people>

This is a reservation for <reservation date>.

When chosen option 2, I want an email to go out to both me and the responder saying something like:

<responder name> has just cancelled the reservation initially set for <initial reservation date>.

When chosen option 3, I want an email to go out to both me and the responder saying something like:

<responder name> has just requested to change it's reservation from <initial reservation date> to <reservation date>

This <reservation type> reservation will now be for <number of people> people.

I know how to use "Dynamic content" to add the different responses fields to an email, but the text "around" the dynamic content should be entirely different as well, based on the chosen option in the first question.

How do I do this? Is there any option like "If the answer for question 1 in the form was option 1, use template 1 for the email, if the given answer was option 2, use template 2 for the email and so on....

[v-jefferni · Accepted solution]

Hi @HH84 ,

You can use a Switch control for the main question, based on the answer, in different case you can use corresponding Email template.

Best regards,

[HH84]

Thanks Jeffer Ni, that was really helpfull.
I just have two small questions.

When I download the responses as a Excel file, there is a column with the responders' email address, the name of the responder, the form start date and time, the form completion date and time, and an ID for the response (starting at 1, followed by 2 etc etc).
But when creating the email template, as far as dynamic content goes, I can only add the responders' email to the body of the email. I would also like to add the completion date and time of the form and the responders name and the ID of the response... The form is set to collect the responders' name as well, so why isn't this in the list of dynamic content options and is there any other way to add this to the email template?

I have an old flow (for another form) where the email step is called "Send an email from a shared mailbox (Preview)" and this on had the option to add HTML to the email body of the email and a preview link to see how the email would look like.

When I created this new flow, I couldn't find the "Send an email from a shared mailbox (Preview)" anymore, I can only find the "Send an email from a shared mailbox (V2)". In this one you create the template in previewmode straight away and it also has an option to show and edit the HTML code, but...

When I go to HTML mode and I add a code for a table, I can't go back to the regular editing mode and there's no way to see a preview anymore. Is there any way to get the "V1" template?

[v-jefferni]

Hi @HH84 ,

The V1 trigger is deprecated:

Office 365 Outlook - Connectors | Microsoft Learn

You can try and copy the old flow to create a duplicate then modify it, see if the V1 trigger is available. I don't have a flow with deprecated trigger to test with, sorry about that.

Best regards.

[HH84]

Thanks Jeffer Ni,

And do you know how I can get the responder name, the form scompletion date and time, and the ID for the response (1, 2, 3 etc) in my email template?

In the examples I can find online it should just be one of the "dynamic content" options, all form questions are in the "dynamic content" list but these items aren't... But they are in the responces excelsheet...

Thanks

[v-jefferni]

Hi @HH84 ,

If your flow includes a "Get response details" action, all the answers you will be able to find in following actions from dynamic contents. 

Best regards,

[HH84]

Hi @v-jefferni,

The responders name isn't a field in the form, but it is collected since only logged in users from my domain can access the form. When I download the excel with the responses both the name and email are in there, but in the dynamic content list there is no option to add the recorded name to either the Google Sheet or the email template. Only the recorded email (responders' email) option is in the dynamic content list.

Is there any other way to add this data to the email template and Google sheet?

I prefer this over adding a field to the form where users have to fill in their name by hand.

[v-jefferni]

Hi @HH84 ,

Since you will only share the form with users in the same organization, you shall be able to use an Office 365 Users search user action to get user display name based on their Email addresses, then use Name for sending Email.

Best regards,