Use Of Microsoft Power Automate for Survey123 Submissions
Microsoft Power Automate (formerly known as Microsoft Flow) is a cloud-service that lets you easily build workflows to automate repetitive tasks across multiple applications and services. Whether you’re managing approvals, notifications, data transfers, or other routine activities, Power Automate helps you simplify and enhance productivity. With its intuitive, drag-and-drop interface, users can design workflows (known as "flows") that connect a wide variety of services, such as Microsoft 365, SharePoint, Twitter, Salesforce, and hundreds of other third-party applications. This makes it easy to automate processes across different platforms, ensuring seamless integration and enhanced efficiency.
Microsoft Power Automate is included with Office 365. The free version has limited capabilities, but you can upgrade to premium subscriptions.
Key Features of Microsoft Power Automate
- Automated Workflows: Power Automate allows you to set up automated workflows to handle tasks like sending notifications, updating databases, or moving data across systems. You can trigger actions based on events, such as when a new email arrives or when a file is added to a shared folder.
- Pre-Built Templates: There is a vast array of pre-built templates available in Power Automate, which can be used to quickly create automated workflows for common tasks like approvals, email notifications, and social media management.
- Connectors: Power Automate offers over 400 connectors to integrate with a wide variety of apps and services, including Microsoft products like Teams, Outlook, SharePoint, and Excel, as well as third-party services like Google Drive, Slack, and Salesforce.
- No-Code Development: One of the most compelling features of Power Automate is that it requires no coding knowledge. Users can create powerful flows through an intuitive, low-code interface that is accessible to non-developers.
- Process Automation Across Platforms: Power Automate allows automation across multiple platforms, helping businesses and teams maintain consistency in their workflows, whether employees are using different operating systems, devices, or applications.
- Business Process Flows: For more complex scenarios, Power Automate allows users to define and manage business process flows. These are useful for guiding users through multi-step processes like onboarding new employees, processing customer orders, or approving financial transactions.
- AI Integration: Power Automate incorporates artificial intelligence to enhance automation, such as automatically extracting data from forms, detecting sentiment in messages, or classifying content.
- Security and Compliance: Microsoft Power Automate adheres to the strictest data security and compliance standards, making it a reliable solution for businesses that need to manage sensitive information.
Use Cases of Microsoft Power Automate
- Email Notifications: Automating email alerts for events like form submissions, approvals, or status changes.
- Data Synchronization: Automatically syncing data between different applications (e.g., moving customer details from a CRM system to a marketing platform).
- File Management: Automatically saving email attachments to cloud storage or organizing files in shared folders.
- Social Media Management: Scheduling posts, receiving notifications for social media mentions, and managing online customer service.
- Approval Workflows: Automating approval processes, such as purchase requests, time-off requests, or expense approvals.
- Survey Responses: Automating follow-up actions when survey responses are received, including sending confirmation emails, notifications, or data integration.
Get Automatically Notified When a Survey is Submitted
Examples: Maintenance Requests, Technical Assistance Requests, Workflow Monitoring.
To create email notifications from Survey123 using Microsoft Power Automate, you can follow these steps:
- Create a Power Automate flow
- Go to Power Automate and sign in with your Microsoft account.
- You can use one of the existing templates for Survey123 and edit the parameters to customize your flow.
- Click on Template in the left-hand menu. In the Search box write "Survey123".
- Select the Template "Send an email when a survey response is submitted on survey 123".
- Click Continue.
- Click on each box to add your own parameters and set your settings.
The "Invalid Parameters" notification will disappear when you are done adding your parameters.
- Review your flow and double-check that all dynamic content and parameters are set correctly. Ensure that the To, Subject, Body, and any Advanced Parameters like Attachments, Sensitivity, etc., are filled out as required.
- Save your flow. Click on the Save button located at the top right corner of the Power Automate Interface.
- To make sure that everything is working correctly, you can manually test the flow by submitting a response in your Survey123 form (or you can use the Test button in Power Automate).
- When you submit the form, the flow should trigger and send the email based on the parameters you set. You are all set!
Monitor and troubleshoot
- You can check the flow’s execution history in Power Automate to see if there are any issues.
- Make sure your email action is correctly configured to send emails to the intended recipients.
- If any issues arise (such as emails not sending), you can troubleshoot by reviewing the details of the run, which can provide error messages and helpful information to resolve the issues.
We hope that this article has been helpful! If you have any feedback or questions, please feel free to send us an email or connect with us for a chat. The NTGISC team is here to assist you further!
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