Send Email with Form to Gather Response (Non-Fulfiller)

[CassandraV]

I'm new to Creator Studio - coming over from using PagerDuty Workflow Automation or formally known as Catalytic. 

In my prior tool, we had a function where we could send non-users an email that contained a form. This form could be dynamically individualized for each non-user and their responses would be recording and could be used later on in the form. 

Is there a way to do this in ServiceNow with Flows? Use case example - we submit an Excel with a list of associates on leave -> if their leave status is closed -> Send email with form to HR and Manager to notate when associate was anticipated to have returned based on report and ask if associate has returned and if yes, when did they return. Depending on response, different automation activities then follow. 

[Naveen20]

Try these options:

1. Service Portal + Email (Most Common Approach) Use Flow Designer to send emails containing a link to a Service Portal page or a Record Producer/catalog item. The link can include URL parameters (sysparm_id, encoded variables) to pre-populate fields dynamically per recipient. Responses write back to a table, and a Flow Designer trigger picks up the submission to branch your automation logic. This works for non-licensed users via a public-facing portal.

2. Catalog Items + Approvals Hybrid If the respondents (HR/Manager) are ServiceNow users, you can generate approval requests or catalog tasks per person. Their responses feed back into your flow via "Wait for Condition" or approval activities.

3. Inbound Email Actions (Low-Code Alternative) For very simple yes/no responses, you can send emails with reply-based keywords (e.g., "Reply YES or NO") and use Inbound Email Actions to parse responses and update records, triggering downstream flow logic.

For your specific use case, I'd recommend:

• Import the Excel via Import Set or a scheduled integration.
• Use Flow Designer with a "For Each" loop over closed-leave records.
• For each record, send a notification email with a dynamic link to a Service Portal form (passing the associate's sys_id or leave record ID as a URL parameter).
• The portal form captures the manager/HR responses and writes to a custom table.
• A second flow triggers on that table insert, reads the responses, and branches accordingly using If/Else or Decision activities.

The key ServiceNow building blocks: Flow Designer (orchestration + email), Service Portal (external-facing forms), and Import Sets (Excel ingestion)

[CassandraV]

For the Service Portal + Email option, are there examples of how a link could look or be set up or any resources that highlight this option more?

[Tanushree Maiti]

To send a dynamically individualized form to a non-user in ServiceNow and record their responses, you should use ServiceNow Surveys combined with Flow Designer.

Based on Surveys trigger condition , you can send the notification .  //refer:https://www.youtube.com/watch?v=utFGE2rAVxQ

Also you can use flow for the same . Refer : https://www.servicenow.com/community/developer-forum/trigger-assessment-using-flow-designer/m-p/2641...