BYU Student Author: @James_Behling
Reviewers: @Kaden_Sandberg
Estimated Time to Solve: 45 Minutes
We provide the solution to this challenge using:
- Microsoft Forms
- Power Automate
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Overview
In this challenge, you will use Power Automate with Microsoft Forms to create a survey experience for customers at your company, Basic Company. Basic Company was founded six months ago to spread the joy of soda, chips, and hats to customers around the world. Unfortunately, you have gotten some poor reviews on the web. To incentivize customers to direct their reviews towards you and not externally, you plan on creating a Microsoft Form that customers can fill out. You want to be notified by email every time a response is filled out, and you also want to send a personalized email to every responder. Because you are very busy, you’d like to automate this process. You want to send a somber message to people that gave a review with three stars or less, and a more energetic message to those that gave a review of four or more.
Instructions
- Using your Microsoft 365 account, log into Microsoft Forms and create a new form titled “Basic Company Satisfaction Survey”.
Include the following questions:
- What is your name? (required, text input)
- What is your email address? (required, text input)
- What product did you purchase from us? (required, select all that apply)
a. Soda
b. Pickle chips
c. Hats
d. Other (this should be a text box) - How would you rate your experience on a scale of 1-5? (required, rating)
- How likely are you to recommend us to a friend or colleague? (required, net promoter score)
- Do you have any additional comments? (not required)
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Using your Microsoft 365 account, log into Microsoft Power Automate and create a new flow
a. Click on “+ Create” on the left side of the webpage.
b. Select “Automated cloud flow”
c. Add the flow name “Basic Company Survey Bot” and select the Microsoft Forms “When a new response is submitted” trigger. Click create. -
Select your trigger action and click on “Form Id”. A drop down should appear that has the name of your survey (“Basic Company Satisfaction Survey”), select that as your form id. If the action says that it has a missing connection, you will need to go to the bottom left portion of the screen and click on “Change connection”. Once there you can add a new connection and input your Microsoft 365 login information to set that connection. (Note: This same occurence might happen when connecting to your email in the steps below, if that is the case then you simply perform the same procedure on that action to connect to your Microsoft account).
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Add the Microsoft Forms “Get response details” action. Select your survey name for the Form Id field. For the Response Id field, insert the dynamic field (lightning bolt symbol) called “Response Id.”
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Create an Office 365 Outlook “Send an email (V2)” action. Set the recipient of the email as yourself, and create a custom message using dynamic content from the form that notifies you of the form contents an email message.
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Add the Control “Condition” action to your workflow. We will use this condition to change what email we send based on if the review left was above or below a 3. For the condition:
a. set the left item in the condition to the dynamic value for the rating on a scale of 1-5. (Note: you will have to use a function to convert this value from a string to a float. See the “Suggestions and Hints” section to view our formula.
b. Set the operator (the second item) to “is greater than”
c. Set the second value (the third item) to 3. -
In the “True” portion of the condition action, create another “Send an email (V2)” action.
a. For the recipient, click on the “Switch to Advanced Mode” button, and insert the email address from the form.
b. For the subject, write something energetic, like “Thank you for your feedback!”
c. For the body, write an energetic thank you message that addresses the responder by their name. -
In the “False” portion of the condition action, create another “Send an email (V2)” action.
a. For the recipient, do the same actions as 8a.
b. For the subject, write something somber, like “Thank you for your feedback.”
c. For the body, write a somber thank you message that addresses the responder by their name. -
Test your flow! You can do so by saving your flow (the top right corner of the webpage), and clicking the “test” icon. Select “Manually” and click “Test” to run your flow. After the loading symbol appears, go to your form and submit a response. If everything worked, then every action on your Power Automate flow should have a green check mark. Go to your email address and ensure that you got the correct emails, based on your survey response.
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Post your solution! In the comments section, leave a screenshot of your Power Automate flow and a suggestion for how the principles from this challenge could be used in a different scenario.
Suggestions and Hints
Below is the function for the left-hand side of the condition formula. You are essentially putting the dynamic content for your review value in a float() function. Note that yours will look slightly different because your form id is different!
float(outputs(‘Get_response_details’)?[‘body/rd4b515c522ba4ee7811c6bdzf6599117’])
Solution
