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The moment it happens

Log form submissions in a SharePoint list and email the owner

Every form submission becomes an item in your SharePoint list, the right person is emailed, and the sender gets an acknowledgement.

Runs
The moment it happens
Apps
Outlook, SharePoint
AI
Optional
Access
Sites.ReadWrite.All (or Sites.Selected), Mail.Send

Send this to your assistant

Create a ClickRuntime automation: when someone submits our intake form, add it to the Requests list in SharePoint, email the person who handles that type of request, and send the sender an acknowledgement from Outlook.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Requests from a website or intranet form, such as new leads, IT requests or data-protection requests, often end up in a shared inbox where they're hard to track. Some have legal deadlines, and nobody can say for sure which ones were answered.

Logging each submission in a SharePoint list gives you a proper register with dates and owners, while the email to the owner and the acknowledgement to the sender make sure the request is picked up and the person knows it arrived.

What you get out of it

  • A register you can audit

    Every request is a list item with the date it arrived. That's what you need when a data-protection deadline or an internal audit comes up.

  • The right person hears straight away

    Each request type has an owner, who gets an email the moment it arrives. Nothing waits for someone to triage a shared inbox.

  • Senders know it arrived

    An acknowledgement from your Outlook address confirms receipt. That cuts down follow-up emails asking for an update.

  • Sorting without guesswork

    AI can suggest a category and priority when the form leaves it open. The owner can correct it in the list if needed.

How it works

What happens, step by step

  1. Your form sends each submission to ClickRuntime.

  2. If the form doesn't say what kind of request it is, AI suggests a category.

  3. A new item is added to your SharePoint list with the details and date.

  4. The owner for that category gets an email, and the sender gets an acknowledgement from Outlook.

Before it runs live

  • Connect Outlook
  • Connect SharePoint
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Log form submissions in a SharePoint list and email the ownerjust nowSucceeded
Email · privacy@example.comNew Privacy request from Sam Reyes: please delete my account data held by Northwind Travel.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Outlook and SharePoint steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
intake_forms_sharepoint_list_outlook_email.pyexample
GRAPH = "https://graph.microsoft.com/v1.0"
SITE = "contoso.sharepoint.com:/sites/operations:"
from clickruntime import on_event, credentials, http, ai

LIST = "Requests"
OWNERS = {"Lead": "sales@example.com", "IT": "it@example.com", "Privacy": "privacy@example.com"}

def mail(h, to, subject, text):
    http.post(f"{GRAPH}/me/sendMail", headers=h, json={"message": {"subject": subject,
              "body": {"contentType": "Text", "content": text}, "toRecipients": [{"emailAddress": {"address": to}}]}}).raise_for_status()

@on_event
def handle(event):
    f = event.json or {}
    kind = f.get("type")
    if kind not in OWNERS:
        kind = ai.generate(f.get("details", "")[:1500], system=f"Reply with one word from: {', '.join(OWNERS)}.", max_output_tokens=10).text.strip()
        kind = kind if kind in OWNERS else "Lead"
    h = {"Authorization": f"Bearer {credentials.connection('microsoft', 'work')}"}
    item = {"fields": {"Title": f.get("name", ""), "Email": f.get("email", ""), "RequestType": kind, "Details": f.get("details", "")}}
    http.post(f"{GRAPH}/sites/{SITE}/lists/{LIST}/items", headers=h, json=item).raise_for_status()
    mail(h, OWNERS[kind], f"New {kind} request from {f.get('name')}", f.get("details", ""))
    if f.get("email"):
        mail(h, f["email"], "We've received your request", "Thanks, we've logged your request and will be in touch shortly.")
    return {"type": kind}

FAQ

Common questions

Can each request type go to a different person?
Yes. You map types like Lead, IT and Privacy to an email address, and each submission goes to the matching owner.
Does it need AI?
No. If your form already has a type field, it's used directly. AI is only used to suggest a category when the form doesn't say.
Which columns are filled in?
The ones you map from the form, such as name, email, type, details and received date.
What permissions does it need?
Sites.ReadWrite.All (or Sites.Selected), Mail.Send. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Log form submissions in a SharePoint list and email the owner” from your assistant

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