SurveyMonkey Triggered Survey Dispatch

Overview

This flow distributes SurveyMonkey surveys at the moment of experience. When a transactional business event is recorded in Dataverse (case closed, order delivered, onboarding completed), the flow picks the right survey for that event type, checks a per-contact frequency cap, and emails the contact a personalized survey link — then logs the send for audit and future cap checks.

Why it matters: Surveys sent at the moment of experience get far higher response and relevance. A governed dispatch with a frequency cap protects the customer relationship from over-surveying.

Status: Built and verified (Flow Checker 0 errors / 0 warnings). Ships Off — going live requires only authorizing the three connections and setting env var values.

Use Case

A team wants transactional surveys triggered by events, personalized, and capped per contact — not blasted on a schedule. A Business Event row is created by an upstream system (CRM case-close plugin, order-fulfillment flow, onboarding completion, etc.); this flow reacts to that row, dispatches the survey, and records it.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Dataverse	shared_commondataserviceforapps	SubscribeWebhookTrigger ListRecords CreateRecord
SurveyMonkey	shared_surveymonkey	GetSurvey
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Event → survey routing

Edit flowlibs_EventSurveyMap to add event types and their survey ids; unmapped types fall back to flowlibs_DefaultSurveyId.

Frequency cap

Change flowlibs_FrequencyCapDays (e.g. 7, 90) to tune how often a contact may be surveyed.

Channel choice

Swap Send Survey Invitation for an SMS connector (e.g. Twilio) to deliver by text instead of email.

Sampling

Add a Condition before dispatch using rand(1,100) to survey only a percentage of contacts and reduce fatigue.

Locale

Extend the map to event-type+language keys and select a localized survey id per contact.

Trigger on update instead of create

Change the trigger's message to Update and add a filterexpression if 'completed' is signalled by a status change rather than a new row.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@coalesce(json(parameters('EnvVar_EventSurveyMap'))?[variables('varEventType')], parameters('EnvVar_DefaultSurveyId'))

flowlibs_contactemail eq '<email>' and flowlibs_sentdate gt <utcNow - capDays>

@equals(length(outputs('Check_Frequency_Cap')?['body/value']), 0)

@coalesce(body('Get_Survey')?['collect_url'], 'https://www.surveymonkey.com')

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