{"id":820,"date":"2019-02-22T12:10:18","date_gmt":"2019-02-22T20:10:18","guid":{"rendered":""},"modified":"2025-06-11T08:05:08","modified_gmt":"2025-06-11T15:05:08","slug":"intermediate-flow-of-the-week-using-flow-to-notify-you-based-on-customer-ratings-from-a-forms-survey","status":"publish","type":"post","link":"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/power-automate\/intermediate-flow-of-the-week-using-flow-to-notify-you-based-on-customer-ratings-from-a-forms-survey\/","title":{"rendered":"Intermediate | Flow of The Week: Using Flow to notify you based on customer ratings from a Forms survey."},"content":{"rendered":"

This post is written by Kelli Waiss, Program Manager on the Microsoft Flow Team. You can follow her on Twitter at @KelliWaiss<\/a><\/p>\n

Hi Flow Community!<\/p>\n

Have you ever received a survey asking you to rate your experience regarding a particular product or service? This week\u2019s Flow will look at the results of a survey and if the average rating for any of the questions is below 5 (on a scale of 1-10), an email will be sent to inform the necessary person(s). This Flow can allow a person, team, or organization to track the results of the surveys they send out but not necessarily have to focus a lot of time or energy analyzing them unless it requires their attention (based on the specifications they configured in their Flow). If less than ideal results occur (in this case an average rating of 5 or less), the Flow will kick off an email informing the user that they may want to review the outcomes of the questionnaires and dig deeper into why their customers may be dissatisfied with a particular area(s).<\/p>\n

Let\u2019s get started!<\/p>\n

This Flow uses Microsoft Forms, Excel Online (Business), and Office 365 Outlook.<\/p>\n

Note: In my Flow I\u2019m using a survey I previously created in Microsoft Forms which includes the following questions:<\/em><\/p>\n

    \n
  1. On a scale of 1-10 (1 being poor and 10 being excellent), how would you rate your overall experience with our product?<\/em><\/li>\n
  2. On a scale of 1-10 (1 being poor and 10 being excellent), how would you rate the service you\u2019ve received from us?<\/em><\/li>\n
  3. On a scale of 1-10 (1 being poor and 10 being excellent), how would you rate the cleanliness of our stores?<\/em><\/li>\n<\/ol>\n

    Okay, first things first, let\u2019s jump into the Flow portal<\/a>, click My Flows<\/strong>, then New<\/strong>,<\/em> then click Create from Blank<\/strong> to start a new Flow.<\/p>\n

    We\u2019ll first need to set up the trigger for our Flow. We want this flow to run every time a new survey is completed so let\u2019s type Microsoft Forms<\/em> and select When a new response is submitted<\/strong>. In the Form Id field, I\u2019m selecting the form I created in MS Forms.<\/p>\n

    Next, I\u2019m going to add the action Get response details<\/strong> from MS Forms. Select the Form Id. In the Response Id field, you\u2019ll select List of response notifications Response Id <\/strong>from the dynamic content. (You may need to click See more<\/em> next to When a response is submitted <\/em>in order to find this.)<\/p>\n

    \"\"<\/p>\n

    You\u2019ll notice Flow is smart enough to recognize this is a list and you\u2019ll probably want to act on each<\/em> response so it adds the Apply to each<\/strong> wrapper around this action for me automatically which is great!<\/p>\n

    I want all the survey responses to be added to an Excel table so after I get the responses, I want to add the action Add a row into a table<\/strong> using Excel Online (Business). I\u2019ll select the location of my file which is stored in OneDrive and select my table.<\/p>\n

    Note: I previously created a table in Excel to store my survey results. I have a column to store the Responder\u2019s email and 3 columns to store the ratings for each of the 3 questions listed above. I also created 3 other columns (one for each question) where I am configuring the average rating for each of the questions using Excel\u2019s Average function.<\/em><\/p>\n\n\n\n\n\n\n\n\n\n
    Responder’s Email<\/strong><\/td>\nProduct rating<\/strong><\/td>\nAvg. product rating<\/strong><\/td>\nService rating<\/strong><\/td>\nAvg. service rating<\/strong><\/td>\nStore rating<\/strong><\/td>\nAvg. store rating<\/strong><\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
    <\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    In the Add row into a table<\/strong> card, I can see fields for each of the columns in my table. I\u2019m going to use dynamic content from MS Forms Get response details<\/em> to fill in all the fields appropriately. However, I\u2019m going to leave the three Avg. rating<\/em> fields blank. It\u2019s easiest to name your table columns similar to what the survey questions are so you can easily map which dynamic content goes in which field.<\/p>\n

    \"\"<\/p>\n

    Now after you\u2019ve added the survey results to the table in your Excel spreadsheet, you\u2019ll want to add another action from Excel Online (Business) to Get a row<\/strong> so that you can get the average ratings you\u2019ve configured. Select the Responder\u2019s email in the dropdown for the Key column. The Key Value will also be the Responder\u2019s email which you\u2019ll grab from the dynamic content.<\/p>\n

    \"\"<\/p>\n

    Once we have the data we want, let\u2019s add a condition. Add an action and type in condition<\/em>. Select the Condition<\/strong> action. Choose the value of the average store rating<\/em> under the Get a row<\/strong> dynamic content. Set it to is less than or equal to<\/strong> and add 5<\/strong> as the value. Do this for the two other averages you\u2019ve configured as well. Make sure you select OR<\/strong> in the condition dropdown instead of AND.<\/p>\n

    \"\"
    \nNote: If <\/em>less than or equal to<\/strong> is not in the dropdown, your data may be of a type that cannot use this operator (e.g., string). There is a workaround below if you need it.<\/em><\/p>\n

    If the average rating for any of the survey questions is 5 or less, let\u2019s kick off an email to inform us that we\u2019re getting a low rating(s). Under If Yes<\/em>, Add an action, type Office 365 Outlook<\/em>, and select Send an email<\/strong>. Fill in the appropriate fields based on who you want to notify and what you want to say in the body of the email.<\/p>\n

    \"\"<\/p>\n

    If the average rating for all of our questions is 6 or greater, we aren\u2019t concerned and therefore won\u2019t require any action or notification so we\u2019ll leave the If No<\/em> part of the condition blank.<\/p>\n

    \u00a0<\/p>\n

    Notice: <\/strong>It\u2019s possible your data may be of a type you aren\u2019t expecting and therefore your Flow might throw an error or not include the operators you\u2019re expecting. For example, the average rating configured in my Excel table was returned back as a string<\/em> rather than an integer<\/em> or float<\/em>. As a result, the if less than or equal to <\/em>operator was not available for me to select in the condition I set up.<\/p>\n

    There is a way around this by initializing these values at the beginning of the Flow then setting them as the type you want. Here are the steps you can take if you encounter this:<\/p>\n

    Below your trigger When a new response is submitted<\/strong> at the top of your Flow, click the + symbol and Add an action<\/strong>. Type in variable<\/em> and select Initialize variable<\/strong>. Name your variable. In my case, I named it Avg store rating<\/em>. For Type, select Float<\/em>. Leave the Value field blank. Do this step for each of your three averages.<\/p>\n

    \"\"<\/p>\n

    Next go into your Apply to each<\/em> card and below the Get a row<\/em> step, click the + symbol and Add an action. Type in variable<\/em> and select Set variable<\/strong>. For Name, select Avg store rating <\/em>from the dropdown.<\/p>\n

    \"\"<\/p>\n

    In the value field, you\u2019ll add an expression. To do this, first type float()<\/em> in the expression field next to dynamic content.<\/p>\n

    \"\"<\/p>\n

    Inside the parentheses, you\u2019ll add dynamic content from Get a row<\/em> (mine is labeled Avg. store rating<\/em>). Then click update<\/strong> to add the expression. Do this for each of your variables.<\/p>\n

    \"\"<\/p>\n

    This isn\u2019t the prettiest solution, but it allows you to take data from one type and convert it to another type in order to use it how you need to.<\/p>\n

    That\u2019s it! I hope you are inspired to use Flow to help you collect data, analyze that data for you, and alert you only when you want to be alerted.<\/p>\n

    Simple Flows like this can really help you focus on things that actually need your attention and do some of the busy work for you which absolutely improves your productivity!<\/p>\n","protected":false},"excerpt":{"rendered":"

    This post is written by Kelli Waiss, Program Manager on the Microsoft Flow Team.<\/p>\n","protected":false},"author":348,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"ep_exclude_from_search":false,"_classifai_error":"","_classifai_text_to_speech_error":"","_alt_title":"","ms-ems-related-posts":[],"footnotes":""},"audience":[3378],"content-type":[3423],"job-role":[],"product":[3474],"property":[],"topic":[],"coauthors":[2899],"class_list":["post-820","post","type-post","status-publish","format-standard","hentry","audience-it-professional","content-type-tips-and-guides","product-power-automate"],"yoast_head":"\nIntermediate | Flow of The Week: Using Flow to notify you based on customer ratings from a Forms survey. - Microsoft Power Platform Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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