How to fix a power automate flow?

Question

I have a Microsoft forms tied to a power automate flow. Two questions on the form ask: Who was your Trainer #1? and Who was your trainer #2? The names are listed as choice options (from a drop down on forms, only one selection allowed per question). The current flow: when a response is triggered, get response details, list rows present in a table, filter array (from: list rows present in table, filter query: trainer names (excel column of names from the table) is equal to dynamic response to Who was your trainer #1). My second filter array is from: list rows present, filter query: trainer names (excel column of names from the table) is equal to dynamic response to Who was your trainer #2? Then its send an Email to: trainer emails. There is a for each action within the send an email.

Its sending emails, but it is sending the emails to everyone in the table and not filtering. Please assist, I'd greatly appreciate it. Please.

Answer 1

To fix your Power Automate flow so that it sends emails only to the selected trainers based on the responses from your Microsoft Forms, you should ensure that the filtering logic in your flow is correctly set up. Here are some steps to troubleshoot and adjust your flow:

1. Check Filter Array Logic: Ensure that your filter array actions are correctly configured. You should have two separate filter arrays, one for each trainer. Make sure that the filter query for each filter array is set to match the correct dynamic content from the form responses. For example:
   • For Trainer #1: trainer names (excel column of names from the table) is equal to dynamic response to Who was your trainer #1
   • For Trainer #2: trainer names (excel column of names from the table) is equal to dynamic response to Who was your trainer #2
2. Use the Output of Filter Arrays: After filtering the arrays, ensure that you are using the output of these filter arrays in your "Send an Email" action. If you are currently using the entire list of trainers from the table, replace that with the filtered results from the respective filter arrays.
3. For Each Action: In your "For Each" action, make sure you are iterating over the correct filtered array. If you want to send emails only to the trainers that match the responses, you should have two separate "For Each" actions, one for each filter array output.
4. Testing: After making these adjustments, test your flow with different responses to ensure that it behaves as expected and only sends emails to the selected trainers.

By ensuring that the flow correctly filters the trainers based on the responses and uses the filtered results in the email action, you should be able to resolve the issue of emails being sent to everyone in the table.

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References:

• Troubleshoot known issues with forms in flows
• Overview of flows with Microsoft Forms

Answer 2

Dear @Giana,

Thank you for posting your question in the Microsoft Q&A forum.

To better understand and scope the issue, could you confirm:

Are the trainer names in the Excel table spelled exactly the same as the dropdown options in the form?

Is the “Send an email” action placed inside an “Apply to each” loop that uses the filtered array output?

Are you using the “Filter array” action or the “Filter Query” field in the “List rows present in a table” step?

In the meantime, I recommend some points you can check:

1/ Check the Filter Array Setup

Make sure the “From” field in the Filter array is set to the output of the “List rows present in a table” action.

Use a condition like: Trainer Name is equal to [Trainer #1 response] (Use dynamic content from “Get response details” for the form response.)

Repeat for Trainer #2

2/ Use the Filtered Results in the Email Step

Add a “Send an email” action inside an “Apply to each” loop.

Make sure the loop is using the output of the Filter array, not the full Excel table.

In the “To” field, use the trainer’s email from the filtered item (e.g., Trainer Email column).

3/ Avoid Common Pitfalls

Don’t use the original Excel list in the email loop.

Ensure trainer names match exactly (case-sensitive, no extra spaces).

If your Excel column has spaces (e.g., “Trainer Name”), avoid using it in OData filter queries, use Filter array instead.

Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

I truly appreciate your patience and understanding. If I misunderstood what you’re looking for, feel free to let me know or share a screenshot. If you have any further questions or need further clarification, please feel free to reach out. I'm looking forward to hearing from you. 

Thank you for your cooperation.

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