Microsoft Forms Responses & Attachments to Automated Email Using Power Automate

#microsoft #powerautomate #automation
Description: In this tutorial, you'll learn how to use Microsoft Forms to create surveys, quizzes, and polls, and automate the process of emailing attachments to respondents. Microsoft Forms is a powerful tool that allows you to gather data from various sources, including customers, colleagues, and employees. You can customize your forms with logos, themes, and images, and add questions with various response types such as multiple choice, text, and rating scales.
Once you've created your form, you can use Microsoft Flow, a cloud-based service, to automate the process of sending an email to respondents with an attachment. You can set up rules that trigger email notifications to respondents based on specific criteria such as their responses to a question or a set time period. You can also customize the email message and attach files such as reports, invoices, and images.
This tutorial is ideal for anyone who wants to learn how to use Microsoft Forms and automate the process of emailing attachments to respondents. Whether you're a business owner, teacher, or marketer, Microsoft Forms can help you streamline your data collection process and save time. With Microsoft Flow, you can also automate many other tasks such as sending notifications, updating spreadsheets, and posting on social media.
So, if you're ready to learn how to use Microsoft Forms and automate the process of emailing attachments, watch this tutorial now!

[@rinne182]

This seriously helped me out today, thank you!

[@cedriic0]

Thanks Bro, you helped me out

[@maztokedaidimsum256]

Thank you!

[@laurazygo9642]

Hi, This is great and worked perfectly. Can I ask what we do if there was an attachment in the microsoft form as well?

[@Mewkucinglucu]

Thanks for the video. Do you know how many max email that power automate can send per day?

[@dianakeith5067]

I created a sample of this and the attachments will not open even though the flow passed. When I receive the email first with a PDF file and then a Word document I am unable to open them. The PDF gives me a warning that the file is corrupted, and the Word file will not open either. Any ideas on how to fix this?

[@yveskhadra2729]

I have same issue did you manage to solve it?

[@marymomenee5490]

​@@yveskhadra2729​I'm having this same issue!! :( Has anyone solved it?

[@kylebrasch1774]

Hi there, I am trying to use this same consept for a approval. (I know in the "Append to arry variable" the content does not have "bites" at the end.) When I test the flow, it errors out at the approval. Says "'CdsApiAttachmentSizeLimitExceeded'. Error Message: 'Attachment file size limit exceeded." Do you know where i go to change the file size limit? Thanks for this video! Super helpful

[@chriscorcoran7690]

Great video, thanks for sharing. I have made a tweak to my flow which add it’s to the details to a sharepoint excel sheet. My only issue I face is is if someone submits a response with no attachments it fails, any ideas?

[@user-vx2ln2fp4b]

I don't have the "issue files" option when inputting the expression for "apply to each". Also, my form has several questions that require attachments (both photos and videos), are there additional steps I need to add to the flow in order for all of the attachments to write to SharePoint and be attached to an email?

[@heyanonymous5031]

He named his upload file question as “issue files”. In your case, it would be different.

[@TheGoldenFluzzleBuff]

Hello everyone, I believe I have figured out the issue. 1) In the append to array variable, you should not have quotations around the "Contents Byte" object { "Name": "item()?[‘name’]", "ContentBytes": [File Content] #comment: brackets added for clarity. This is a sharepoint object } 2) To fix the "File couldn't be accessed issue" I've found that it is best to not try to get the content using the link path. Instead, replace "item()?['link']" with item()?['name'] and concatenate it with the path to the SharePoint folder. EG: Site Address: 'My Example Share Point Site' File Path: '/Shared Documents/Apps/Microsoft Forms/Example Form/Path_To_Files/item()?['name']' The file path being the folder which contains the files which were submitted by the form. This will be different based on the user. Hope this helps.

[@ntombenhlemngomezulu1550]

THANK YOU! 🤩

[@SusanKelly05]

Thank you, this corrected the issue of me not being able to accurately see the file content. Now I just need to figure out how to attach other Attachment fields. I have 3 separate areas that ask for an attachment based on yes/no choice. Example: Do you have and approval document? "Yes" >> Attach Approval, Do you have a visitor request form? "Yes" >> Attach Visitor Form. Anyone have a suggestion on how to do this?

[@luisrosalt]

Providing that this is being done with images, is there a way to embed them instead of attach them?

[@Manthangandhi-y2h]

Hi thank you for the video, it is really helpful, however, I am not able to open the attachment in email.

[@llRyOsUkEll]

I am creating a form and a flow for my managers, can I exclude myself from receiving the submission emails? Hopefully I am wording this question correctly. Thank you

[@IgnacioBuiattiPhotion]

use conditions

[@maztokedaidimsum256]

Facing 404 error for get file content with path. I copy the path from raw output into browser, the file is exist. Anyone help? Thanks

[@claudiamercado7338]

Thank you! This flow works perfectly fine when a form is submitted with attachments. But it fails when no attachments are included. Any suggestions, please?

[@IgnacioBuiattiPhotion]

You can create two separated flows, one for the responses and an action for those, and another one for the attachments

[@ericcivey]

First, Thanks for this video! The only bad thing about this method is it doesn't account for if someone does NOT attach a file. For me, if a file isn't attached to the form, automate produces an error and does not send an email to recipients. I have to admit, in 2024 this has to be the most unnecessarily annoying and complex way to simply send an email and attachment to a form submission. This process should be drag and drop, or bare minimum a list of dropdown exceptions. As users, we should not be coding and scripting these functions. Microsoft needs to do better.

[@howardcallahan1054]

What about using OneDrive for Business (which is where MS Forms stores file attachments by default).

[@TheMaximusPL]

Hi, why I can't open my attachments from mail? when I do all automations

[@nikhilkethu5202]

Problem!! Requesting for the solution !! Lot of people facing this issue including me (see the below comments). The file attachments are coming over to Outlook; however, I'm not able to open the files (.jpg, word.docx, excel.xlsx, pdf). When I try to open the files, it says, "We found unreadable content" or says, "The file cannot open because the file format or file extension is not valid. Verify the file has not been corrupted and that the file extension matches the format of the file." How can I overcome this?

[@andrewdeatherage]

I followed along to this, and when I go to my email to open the file, it says the file format is not supported. Any suggestions? Thanks

[@user-ri9uz6fl4p]

What if the attachment is not opening? even if is correctly attached?

[@PranithaK-wg2ys]

Hey, I am getting an not found error in get file content using path

[@jonscotthart]

Same here. I don't believe this works the way it was described a year ago.

[@shawnbarnes2734]

Thanks for the great video. The file attachments are coming over to Outlook; however, I'm not able to open the files (.jpg, word.docx, excel.xlsx, pdf). When I try to open the files, it says, "We found unreadable content" or says, "The file cannot open because the file format or file extension is not valid. Verify the file has not been corrupted and that the file extension matches the format of the file." How can I overcome this? Any help would be greatly appreciated.

[@joeydefabio2779]

Yeah, I ran into the same issue, too.

[@carolyap6212]

ya me too... looking forward for his reply. Appreaciated

[@dimasweibysyahputra7292]

Hey Shawn Barnes, i ran same issue bro, can you help me to fix it? thank you

[@DeadbeatGaming1705]

Any resolution?

[@vincenttipon2259]

hi any resolution to this, i got the same issue

[@bethyoung3479]

I am having trouble with format - I am trying to upload pictures instead of files. Also, how do we add multiple images?

[@thesixsigmaengineer]

Hey Beth - If you are using Microsoft Forms images should work just fine. As for File number limit, you will have to use the drop-down menu and ensure you have it set the way you want. Same goes for Single File Size Limit. All you need to do is click on the question in Microsoft forms and a selection menu will appear. Hope this helps!

[@salonibichkar5237]

how can i take issue file option @@thesixsigmaengineer

[@JeremyWhitehill]

Everything worked great except the attached document which was a pdf is blank. Also when the pdf was uploaded it added my name to the end of the file name. Once I get the email and open the file I get an error in Adobe that says There was an error reading the a stream. I tried opening from local outlook and web and both places it was blank. I also checked the location of the document and all the information is there. Any idea?

[@marymomenee5490]

Same problem here!! :( Any idea why files will attach but not open from the email?

[@DE-Phx-Safety]

How to I allow the null value?

[@deepanshunegi4434]

It's showing me time out error, how to deal with that?

[@SelvakumarMariyappan]

Facing the error " Failed to load PDF document ". Please help here someone

[@user-kr3hm5ym6k]

How do you find your site address?

[@BrainStack-au]

This was really helpful, but an attachment is optional in my form; therefore, the flow fails when there is no attachment. How will I still get an email if there is no attachment?

[@salonibichkar5237]

how u have taken issue files option

[@BrainStack-au]

@@salonibichkar5237 I'm not sure I understand. Could you provide more detail?

[@IanObe1]

Create a condition that checks for null value in the submission field. then create second email that doesn't include attachment.

[@dineshmanikanta1905]

It worked, but the attachment is reflecting an error that we don't support the file format. Can you please help on this.

[@yveskhadra2729]

did you manage to solve it

[@PranithaK-wg2ys]

??

[@Ayailasavannah]

I can't figure out how to do this but with one drive.

[@Ayailasavannah]

I followed all of the steps and the emails are ending but the image attachments are now blank.

[@ChromeGlacier]

This does not work. The attachments do not open correctly