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Survey123 Power Automate Notification

ModernElectric

I have the Premium License in Power Automate that includes additional triggers from ArcGIS that sends notifications when data in ArcGIS Online are updated/created.

However, I am having difficulties figuring out how to program a flow in Power Automate to accomplish what I am trying to do.

I want to be able to send an e-mail (know how to do that), when a specific attribute is selected in a Survey123 form.

The Survey123 form results are saved as a Feature Layer in my AGOL catalog. However, when I use the "When a record is updated in a feature layer" trigger, it doesn't seem to let me select that feature layer.

What do I need to do to program the flow to identify this particular attribute has been updated/added in a Survey123 form to trigger an email notification?

This is a 2-step process. Basically, this first part sends an email that a form has been started and ready for someone else to finish the form. Once that 2nd person has finished, it triggers the create a report and email the final PDF report. Learning how to select specific attributes will assist me in programming the follow-up flow for producing the PDF report.

Thank you

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AustinAverill

In the Survey123 survey settings, you will need to construct your webhook to trigger based on what you are needing. I would likely add two separate webhooks: one for when a survey is submitted (your initial survey) and another for when surveys are updated (when they get completed).

When the flow is triggered, so long as the webhook in Survey123 is configured to do so, all of the data from the survey will be set in the webhook and the various fields and data can be accessed as variables by other actions after the flow is triggered.

Here is an example of one of my WebHooks in Survey123 settings:

Here is that webhook action set as the trigger for my flow:

And a subsequent example of the data from that webhook trigger being passed as variables to an action:

PaulSweeney3

@ModernElectric You dont want the trigger "When a record is updated in a feature layer" , you want

this will attach a web hook to your form and then you turn it on for both new and edited submissions in the web hook settings on the survey123 website page of the form , you then need to use a router or flow control to direct it what to do based on the event type info in the payload of the form eg

Event Type:editData

ModernElectric

@PaulSweeney3 @AustinAverill

Here is the biggest frustration I am having. When a new entry into a Survey123 Form is created, the data is saved into a Feature Layer on my AGOL in My Content. On all of these triggers/actions when I try to select/choose that particular Feature Layer in the drop-down, it is not visible. How is there an additional method to select that Feature Layer created from the Survey to run a query against?

PaulSweeney3

@ModernElectric have you established your connection to arcgis?if you have and you still can't see it then try removing it and re adding it to refresh your list. ensure you are the owner of the layer as well

ModernElectric

That is not the issue. I am the only owner/administrator/developer/creator. The problem is all of the Survey123 forms that create a Hosted Feature Layer in AGOL when I construct a new form, are not available in the drop-down in the Power Automate :

What I want to be able to figure out is when a Survey123 form is started, and an unique attribute is chosen, it triggers a notification but not create a report until later stages. However, without the ability the choose the Feature Layer to build a query against a given field I cannot proceed.

SIDE NOTE: Does having the Inbox enabled make a difference? I have it enabled so multiple people can edit the same form submittal and cannot get Power Automate to work at all.

PaulSweeney3

@ModernElectric have you change tracking enabled on the layer in question? Either way you can try use the url to the feature layer and insert it using a custom expression .

CalvinHarmin

I don't use this myself so I'm just throwing this out there:

The 'fetch udpates...' action seems to not be meant to be used independently -- it should be used as an action within an automated cloud flow that starts with the 'When a record is updated in a feature layer' automated trigger.

It may seem redundant to specify you're 'monitoring' a specific layer via the automated trigger, but then you specify again that you are fetching the updates from that layer.

All that said... I just tested this one a junk layer in my AGOL site, and the automated webhook doesn't seem to be triggering when I add/update/delete a feature in the layer I specified. I saw in the 'flow checker' that it indicates I needed to enable change tracking. So I did, and then edited the automated trigger, and it seemed happy, but I'm still not getting any triggers after editing features. I also confirmed the AGOL feature service has the webhook enabled.

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