Automate Microsoft Forms Responses into SharePoint Lists with No Effort!

[@TDSheridanLab]

I've gotten multiple comments that the forms options are missing. Microsoft is currently testing out a new UI for Power Automate and the Almost all the forms items haven't been loaded into it yet. To build this flow you need to switch back to the old UI (same as the video) Toggle the New Designer Switch in the top right corner to switch the UI back. After you save your flow with the Forms Triggers and/or Actions they'll show in the new UI Thank you everyone for watching!

[@val136Amstel]

OMG, you're one of the few people who makes automated flows that are concise and easy to understand. Definitely going to use this one. THANKS🤓

[@TDSheridanLab]

Thank you, I’m glad I could help

[@simmysouth98]

Very helpful and easy to follow along, cheers.

[@TDSheridanLab]

Great to hear!

[@Subfrequenz]

Excellent video. I've never used automation before so this is a real eye opener. Thank you!

[@TDSheridanLab]

Glad it was helpful! Automation is Great!

[@Vallury05]

THANK YOU FOR THIS! Incredibly helpful and helped me accomplish what I needed to do.

[@TDSheridanLab]

No problem, glad I could help! Let me know if there is any other M365 solutions you need help with and I’ll create the videos.

[@alexanderkovalenko8540]

I'm using Power Automate for a help site SharePoint list and I have most my fields getting populated but I'm having an issue with attachments. I have the attachment upload in my form, and I have an attachment column in my list. When the form is submitted the fields do get saved into my one drive but for some reason I am unable to get Power Automate to recognize that field in the Power Automate flow interface. Any ideas on how to get attachments from the form to get picked up by the Power Automate flow and then added to the SharePoint list?

[@TDSheridanLab]

After you create the new item in the flow, add an update or attach item action referencing the new item.

[@stonedflame]

Thanks. I was stuck because I made a simple mistake. Easy to follow your video. Good work!

[@TDSheridanLab]

Thank you for watching

[@68pmpope]

Thank you; very helpful! One question: I'm working with an already existing form. Is there anyway to get the previously submitted responses to show up on my newly created list or will it only capture anything that's submitted going forward?

[@TDSheridanLab]

With out having to sort out the complex logic of old and new. You could create a second manual flow to get the previous responses by date or other unique item and then process it the same way as the automated flow.

[@68pmpope]

@@TDSheridanLab, thank you.

[@Tom70898]

Great video! My only problem that I am facing now is that i am using the form to log employee training into the list, however if the employees wants to update their entry i want the already existing line to just be updated rather than a new line being added. Is this possible?

[@TDSheridanLab]

You’re trying to have an interactive form then I’d recommend using only a sharepoint list with item level permissions. To use forms and sharepoint you would build the intelligence in power automate to check to see if there is an item in sharepoint already and then how to modify the existing item.

[@Tom70898]

@@TDSheridanLab Yeah sorry I am using SharePoint for the list, so I have set the form up, created the list in SharePoint and then done the power automate to link the two. i just can't figure out how to allow to link the two, i tried with the condition step but that didn't work. what do you mean by build the intelligence in power automate? I'm still very new to this sorry. Thank you for the hastily response though.

[@TDSheridanLab]

no worries, by "Build in the intelligence" mean design the logically processing to detect if there is an entry in SharePoint online. Lets say for example, the form is capturing the responder's e-mail address and there is only one response to the form per person and they make a change to the form. then the PowerAutomate side would have to work down a logic tree similar to this. Trigger: when a form is submitted or modified. Switch: is there a value in the responder column of SharePoint already? If No: Create item in SharePoint if Yes: Delete the item and create a new item with the current information. Basically, the most difficult part is determining what do to when a match is found. if it's a scenario where the most up to date information from Forms is the goal, then you can easily delete the original item and create a new with the newest information. On the other side if the SharePoint list is acting more like a worksheet or a mini database, you might not be able to delete the item and instead figure out what changed on the forms form and only update that one column value in SharePoint. In Power Automate, this would create a series If statements or switches for each column with the logic of "does the form value match the SharePoint value? Yes or No", If no update SharePoint from the forms data. I hope that clears things up.

[@andreabravoderueda9297]

Thank you! Question- what if my form consists of selections (either 1 option or multiples)? I followed this video, but my SP list did not populate the selection columns, how would you approach this?

[@TDSheridanLab]

Is there any errors in powerautomate? This whole automation is just a fancy copy and paste. So if source and destination exist as long as they are linked it should go through.

[@adeolumidegoke-adegoroye5198]

Could you please create or point me to a video on how to add an email to the power automate flow?

[@TDSheridanLab]

I don’t have one, but I’ll work on it over the next couple of weeks.

[@Yash_SG8]

Great video! I keep getting the error 400 message: user not found for an old list. Idk where I went wrong because the mapping has been done perfectly and the datatype matches the input sent.

[@TDSheridanLab]

Are you using a people column and the user is no longer active?

[@hhbadarin]

Super helpful, TY!

[@TDSheridanLab]

Glad it was helpful!

[@techbasics6142]

what if i want vice versa, use lists/excel to genrate drop down list in MS forms like for selecting users? dynamically

[@TDSheridanLab]

I don’t believe that type of option is available in forms. What is the use case?

[@Renee5619]

Hi this was very helpful. The only trouble I am having is that my status and notes fields aren't showing up when I click on the form like you did to add your notes and change the status

[@TDSheridanLab]

Update the view settings in SharePoint to see the columns. For whatever reason the view didn't include those new columns.

[@ambermiranda7205]

i need HELP! lol. so i followed your awesome video and after hitting connect creating the link between power automate and my forms i keep getting invalid connection, please update your connecto to load complete details. then form ID pick from form but there is nothing to pick from. i have no idea what im doing wrong. i changed my enviornments, ive logged out logged back in and just keep getting the same response....

[@TDSheridanLab]

Hello @ambermiranda The new UI is still in public preview so its incomplete. Switch back to the old UI in the top right corner and add the corresponding Forms triggers and actions. After you save it the forms items will be available in both UIs.

[@ThePoorestMillionare]

Hello. I want to receive the Ms forms responses in sharpoint having the number of response and the date of time of submission? How can I do that? I follow all your steps and all is good until now but I’m stacked on this issue. Could you please answer?

[@TDSheridanLab]

Since the flow is running at the same time as the responses are coming in. All you have to do is show the default created column in Sharepoint. The created timestamp in Sharepoint should be with in a few minutes of when it was created in forms.

[@jmoth79]

can this method also populate an attachment column on the list, if the form had a file upload field?

[@TDSheridanLab]

You should be able to manipulate thay data.

[@rashantha]

Can't you create the List from the excel file where the data of the form goes to?

[@TDSheridanLab]

You can if the form is a one time use deployment or it you want to do this process manually each time. With Powerautomate it can be automated based on the activity of the form.

[@TechStarks992]

Awesome this helps alot! I tried adding a field for Attachments, mostly for images and when i ran the flow it all came back successful but no images in the column =( Any advice?

[@TDSheridanLab]

Sharepoint saves photos as binary data. So it will be easier to upload to a document library and then add a link to the photo in the list.

[@TechStarks992]

Gotcha thanks! @@TDSheridanLab

[@revathirajan4496]

I keep getting the error correct to include a valid reference to "get_response_details" for the input parameter of action "create_tem_2". Please help

[@TDSheridanLab]

Unfortunately, KZbin doesn't allow for screenshots. That error is pointing to something that is invalid from a previous step. I'd make sure all of your dynamic items still valid if you added and removed actions while building. And make sure the data type from Microsoft Forms/previous lines up with the data type in the sharepoint columns/use expressions to convert data as needed.

[@revathirajan4496]

@@TDSheridanLab I manage to solve it with your advice. It was indeed the List Setting that was preventing the flow from running. Thanks a bunch.

[@TDSheridanLab]

No problem, glad I could help!

[@wynandbecker8489]

Is it possible to make it so that it only updates the sharepoint list item IF certain column already exists?

[@TDSheridanLab]

Yes, but you have to build out the logic to test for those circumstances.

[@AngieFleenor]

Can you not do dynamic flow with multiple choice answers on a form

[@TDSheridanLab]

you can but on the SharePoint side, you either have to: 1. have matching answer values in SharePoint 2. Convert the value from the form to a string value and store it in a text field on SharePoint. Thank you, for watching.

[@WILLIAMJOHNSTON-m5w]

How do you deal with multiple choice fields?

[@TDSheridanLab]

Mirror it on both side exactly or take the choice field from the forms form and put it to a single line of text field in sharepoint. in power automate make sure you the choice field section value option.

[@JaceJarvisTV]

How do I autopopulate a template in word doc with this list?

[@TDSheridanLab]

You have to create the word doc (not word template) and then modify this flow or create a new flow using the word actions. Some of the word actions like filling in word documents requires powerautomate plan 2 or higher licensing.

[@thereseekstrom6601]

THANK YOU! 🙂

[@TDSheridanLab]

You're welcome! Thanks for watching

[@rgr283]

it worked, thanks

[@TDSheridanLab]

Glad it helped!

[@luongthu5615]

this version of automate doesn't work anymore, can you please make another video?

[@TDSheridanLab]

Hello @luongthu5615 I just went through and testing building the flow again under the new UI. Everything is in the same spot as before but is displayed very differently. It looks like Microsoft is show more of the code items that were hidden more in the past. I'm perfectly fine with creating an updated video with the new UI, but I don't want it to be a carbon copy of this video. Is there any Power Automate, SharePoint, Forms, or other connected technology you'd like me to include?

[@luongthu5615]

Hi @@TDSheridanLab thank you, I'm good, I will following you for more video

[@TDSheridanLab]

Thank you, Also in Power Automate, you can go to the top right corner there is a 3 dot menu. In that 3 dot menu there is an option to switch back to the classic editor and this flow will can be built as directed in the video.

[@timucinersintasdemir]

Hello, thank you for the video. It is very useful. However, I couldn't connect form fields to list fields as your described at 8:49. They are not visible not available to match. What could I miss? Thanks

[@TDSheridanLab]

I assume you’ve created the fields in sharepoint. It’s most likely a little replication lag between sharepoint and power automate. Give it 20 minutes and refresh the power automate page.

[@timucinersintasdemir]

@@TDSheridanLab Thank you for help. Unfortunately, although refreshed still these options not available.

[@RK-hg4ti]

@@timucinersintasdemirsame here

[@jonathanparedes742]

I love the way how you discussed the flow, this is what I need to learn in my work. Thank you.

[@TDSheridanLab]

You're so welcome! I'm glad i could help

[@juja2819]

Just what I needed, and you make it so easy :)

[@TDSheridanLab]

Thank you, Glad to hear that!

[@WanNuurFatihaWanZakaria]

Hi. I have problem in getting "response id". I chose the same as your - Response Id. But it didnt work.

[@TDSheridanLab]

Are you use the new UI or the classic/legacy UI. When I tested the new ui I didn’t see the options for response ID. Damn beta or “public preview” products.

[@aracelymelendez8350]

I was just wishing to find this information and you provided it so clearly. I'm off now to go try it! Thank you so much

[@TDSheridanLab]

Your welcome! Let me know how it goes

[@David-zp8rx]

Dude you just saved the San Simon Fire Department website! Thanks a bunch!

[@TDSheridanLab]

Glad I could help!

[@kanwalsingh2802]

Thank you for the Video, may i know how can i create multiple records with separate date on every row in list when Microsoft form response has Start date and end date.

[@TDSheridanLab]

You would have to either match the start and end date from the form. Process the forms data in batches (once per day maybe) and establish a start date in the flow and use the time expression to increment by 1 day/interval while looping through the records.

[@q2l867]

it is possible to create mutliple records/ rows via a one time form submission

[@TDSheridanLab]

Like parse one submission and break it up into multiple items in the sharepoint list or back track in forms to grab other entries to create multiple items in SharePoint?

[@bozidarpucnik6543]

Fast and understandable! Thank you!

[@TDSheridanLab]

You’re welcome. Thanks for watching.

[@LeahHa8]

Thank you!

[@TDSheridanLab]

Your welcome! Thanks for watching.

[@paradise2750]

How to do Automate Microsoft Forms Responses to teams, but I want to delete empty colums when the answer go to teams. For example, I have 5 questions in teams- 2 questions are left blank, so how do i only send the filled answers to forms?

[@TDSheridanLab]

I'm not 100% what you're asking here but I think the answer is using an If statement or in Microsoft Power Automate language, a condition. Basically, for each question check for if the answer field is blank or not. if it's blank terminate that step of the flow.

[@RanchAddict311]

I normally have to watch 5-6 videos to piece together a solution, but you delivered what I needed quickly and efficiently. Thanks! 🙏

[@TDSheridanLab]

Your welcome! Thanks for watching

[@congdothanh9316]

Tks

[@TDSheridanLab]

No Problem

[@jermaineswagerty7955]

When adding the MS Form to power automate, how do I select a form that is saved to a Teams Channel, and not under me?

[@TDSheridanLab]

You have to have permission to access the form or a service account that has access to the form and licensed for power automate. The video assumes either you created the form or a member of a group that did. To move a form, The owner of the form has to go to the form and under the 3 dots select move. Then the owner can move it to the underlying team's group to grant you access to it.

[@jermaineswagerty7955]

@@TDSheridanLab I do have permission. I actually moved the MS Form from under me, to under a Teams channel. I made a copy with a different name under me. I see the copy, I don't see the one I moved. This is been really helpful. You got a subscribe from me. And I will be sharing this. I am going to use Power automate more. You are the first to show me this tool. Thank you so much.

[@MrSaeedae]

Thank you so much for the excellent tutorial.

[@TDSheridanLab]

Your welcome. I’m glad you liked it

[@LudmilaJuarez-f2p]

Hello please, can you help me understand how to have documents attached to the Form and also see it in the google list? THANKS

[@TDSheridanLab]

I'm less familiar with the Google eco system since Microsoft's is vastly superior 😉. So i'm unsure on how google is going to handle the file data and what is or isn't allowed in google sheets or google tasks. But from a high level you have to build out this workflow. When form is submitted -> get all the details -> get file content -> Create item in SharePoint -> upload data into sharepoint/attach to created item -> create item in google sheet/tasks -> upload attachment to drive/tasks etc. I would recommend if you're using Microsoft Forms as your Intake. Create a Team in teams and store everything in that team and invite any external people as needed. Its way easier to keep all of this data in sync when its on 1 platform instead of 2.

[@richwagner3409]

That was very helpful!!! You saved my a lot of time, thank you

[@TDSheridanLab]

Your welcome, glad I could help!

[@the_wellbeing_designer]

Unfortunately When I pressed "When a new response is submitted" and pressed ok, I tried to pick a response but it showed a message saying Invalid connection, please update your connection to load complete details" and I have no idea what that is about...it won't show the any form at all...

[@TDSheridanLab]

Click on the “please update your connection” and sign in. That will grant power automate access to a the forms you have access to.

[@jessanders9508]

So forms by default reports to an Excel sheet. Is the main difference between an Excel sheet and lists, primarily graphic?

[@TDSheridanLab]

The excel spreadsheet is a query to the data. Which a sharepoint list you can build it into line of business processes and automations. Plus it can be easier to read on mobile devices. There is some overlap in functionality between the two.

[@AndrewDraus]

I don't see any lookup fields in your List. Do you have a video addressing that? I pull responses from my form and I need to use "ID" when it's a lookup table. But I can't figure out what to put in there! the only reponse I have available is "ResponseID", which doesn't cut it.

[@TDSheridanLab]

Thanks for watching! This solution is built off of processing the form submissions as they come in and eliminate manual processing. Not bulk importing. For a bulk import you could create a manual or scheduled flow that loops through all the responses and if the response id matches the that an item in that column in sharepoint skip it, or handle it how you want it too. I don’t have a dedicated video for that but I’ll add it to my to do list. Thank you for the idea.

[@YvonneTruong-u6x]

Hello & thanks for the great video. Is there a way to automate a form response into an EXISTING sharepoint list (where data/other previous entries already existed)? What would be the suggested unique Response ID to use? Thanks!

[@TDSheridanLab]

Response id is the unique id from the Microsoft forms side of it. You can port the data into an existing list. All you have to do match the form data to the correct columns in sharepoint.

[@shannonrichards3873]

Hi TD, I am having issues being able to map my list parameters from my list to my form. When I create item for my Sharepoint list, I find the file just fine but I have to click "Show all" next to Advanced parameters and then the fields show-up but they don't have drop downs for me to select the field to connect to. The only anomoly up to that point is I only see "List of response notifications Response ID" in my Get response details drop down. I don't see simply "Response ID". Any ideas?

[@TDSheridanLab]

Switch back to the classic UI. The new UI is still in beta and missing most of the forms items.

[@draushaus912]

Great tutorial! When I create a simple flow like this, I do not see 'Response ID' on the 'Get response details' action item. I only see "List of response notifications...". Why?? Selecting this gives me a 'Apply to each' loop and I don't think I want that.

[@TDSheridanLab]

Turn off the “new UI” in the top right corner of the screen. Not all of the actions and triggers have been imported yet.

[@skrappappap2130]

Why when I upload image in Microsoft Form but it didn't upload into Microsoft Lists ? How to make it happen ? Also if there are multiple image upload.

[@TDSheridanLab]

Automated photo processing in SharePoint is tricky because on the back end it's stored as binary data. It's easier to make a flow to store the photos in a document library and link it rather then attaching a photo to a list. Attaching a photo to a sharepoint list is effectively trying to insert a photo into an excel cell.

[@ThatoneSwifty13]

Sugestions on how to send an email to the email address of the person submitting the form? I';m stuck at the 'To' line in flow. I put Mail and I get the email as the creator. I want the person submitting the form to receive a 'confirmation email' basically.,

[@TDSheridanLab]

For the to field you should be able to use a dynamic item for the responders email address or if it’s all internal then the user profile should have the info your looking for

[@taraliddicoat3708]

This is super helpful, but I'm running into problems. It looks like my UI is slightly different (maybe and updated version). When I try to add the dynamic content, it's not giving me a drop down to choose the response details. How do I get this in the new UI?

[@TDSheridanLab]

The new UI is still in public preview so its incomplete. Switch back to the old UI in the top right corner and add the corresponding Forms triggers and actions. After you save it the forms items will be available in both UIs.

[@kasokar]

Hi @TDSheridanLab, this is a great tutorial. When the record is added to SharePoint, it doesn't bring over the user who submitted the form in the 'Created' field in the SharePoint List. Is there a trick to this?

[@TDSheridanLab]

The created field is determined by who made the list item. Since the people who fill out your form probably don’t have access to the list or if it’s an anonymous form then the licensing can’t transfer. Also if you’re using a service account then the created field would show the service account. The best thing to do is to create additional column like “form submitted by” and update the flow to capture who submitted the form.

[@dunewalks5988]

Hi Mr Sheridan. I have gotten to the end of this which was great, however I would like to have each a sequential reference number added to each update to Sharepoint list when a new form is submitted. Can you do this? Many thanks

[@TDSheridanLab]

Thank you for watching. To assign a reference number you have a couple of options. 1. can make a mathematical equation using the date and time in a calculated column. 2. in power automate you could sum up the total number of items and add 1 then write that to a column 3. Us the item is which starts at one. Each option has pros and cons depending on what you’re trying to do.

[@earl00017]

Thanks for the very easy to understand explanation!

[@TDSheridanLab]

Thank you, I’m glad you liked it

[@charleskealy]

It's so annoying one every video i see when you are asked to chose a form there is a picklist with all these options, mine is always blank even though it says i'm connected to the email address that created that form. then subsequently even when i manually enter the form ID none of the fields appear when i try to map them using dynamic content, can anyone assist with this problem?

[@TDSheridanLab]

Are you using the new ui? Not all of the actions have loaded into the new ui yet. Switch to the old ui and everything should be there.

[@draushaus912]

Do you have a video covering form to list with lookup fields? I'm having an impossible time with that.

[@TDSheridanLab]

I don't but i can put it on the to do

[@lyzzybelle]

I paused your video at 8:43. What if one of the items on the form has many choices? For instance, my form has 1 question that gives 4 choices. How do I add this to populate in my list?

[@TDSheridanLab]

For choice fields you have 2 options. 1. In SharePoint you make the corresponding column a single line of text field and then use the Dynamic Choice Value in the Power Automate flow. 2. In SharePoint you make the corresponding column a choice field and mirror the values exactly. I usually stick with option 1 so if there is changes to the form, I only have to update the form and not SharePoint. Thanks for watching.

[@joeclauser5371]

Great video. In the list, how do I automatically add who completed the form? Is there a way for the username to auto-populate in the list?

[@TDSheridanLab]

Good Question, If you're recording the submitted user in Microsoft Forms you can use a people column in SharePoint and the email address/User Principal Name as the claim in the power automate flow. Thanks for watching!

[@cintakhutbah]

Thanks a lot! Keep making awesome videos!

[@TDSheridanLab]

Thank you for watching, I got some stuff for bookings and Azure Automation coming up.

[@myciresmom]

Could you explain how you would update an existing list item when a new response is submitted.

[@TDSheridanLab]

This video was released before that was an option in forms. But, you’d have to build out the logic to see if an entry was already in sharepoint or not as the first step. Then either create or update the record. Believe you could record the response ID from forms in sharepoint and search by that.

[@ronrui5108]

great video, do you have one with the same automate flow but win an email notification everything that someone fill up a form

[@TDSheridanLab]

I don’t have a specific video for that, but you can make a simple flow to do that or build it on to the end the flow. The action to use is send an email. You may want to use a dedicated service account for notifications. Thanks for watching.

[@johncrump328]

Keyboarding sounds is super irritating. No thanks!

[@TDSheridanLab]

Sorry

[@jermaineswagerty7955]

This is awesome. Very helpful

[@TDSheridanLab]

Glad it was helpful!

[@NZRic001]

Great jobs! Thanks very much...

[@TDSheridanLab]

No problem thanks for watching.

[@Indra0T]

Hi, how to add the email notification in the power app flow, please?

[@TDSheridanLab]

Add an “send a email “ action where it logically makes sense. You may have to redesign your flow depending on where you want that email to come from.

[@LucasCodm-n8u]

What if I dont have permission on my company's sharepoint?

[@TDSheridanLab]

Depends on your use case. 1. If this going to be for a new Line of Business Function, reach out to who's in charge of SharePoint for access. 2. You can use a Microsoft Teams Team The backend for Teams is SharePoint so when you build a flow you'll see a SharePoint site with the same name as the team. 3. You could use a personal Microsoft List. Microsoft Lists are just rebranded SharePoint Online Lists. You can create a personal list that is stored in your OneDrive if you're the only one that needs to access it.

[@danteoneplusone2977]

Hello. And what about when response is editted?

[@TDSheridanLab]

This video and flow is designed around a one and done scenario, like a contact us form that your not editing after your done submitting it. To accomplish this goal, you’ll have to record the response id in sharepoint. Then in a second flow you’ll have to build out the logic to search for the response id and if found update the fields accordingly.

[@dunewalks5988]

I can add the Dynamic Trigger ‘Response ID’ to the Response ID field. When I go to Create Item, I do manage to select the correct list so that my MS Form questions appear on screen. But I also cannot add in the questions to this field. They are not showing up to select them. Are both errors related? Thanks

[@TDSheridanLab]

Are you using the new power automate UI? It’s buggy and limited right now. Switch back to the classic/legacy UI to have all the options In the legacy/classic UI it should be linear once everything is connected. It sounds like you’re getting that far based off of the Response id part.

[@dunewalks5988]

@@TDSheridanLab- Brilliant. That works now. Thank you

[@mhumeniuk84]

How do you spilt responses into seperate lists?

[@TDSheridanLab]

You would have to build out the logic of based on the options/values from the form, route it to a specific list. Or you can build out views in one list for the different functions depending on your situation.

[@srinivasreddy-qb4qe]

Thanks. Very much helpful

[@TDSheridanLab]

No problem. I’m glad you found it useful!

[@harvinjonsantos4581]

If the status failed what should i do?

[@TDSheridanLab]

When you step through the failed run. Where is it failing?

[@percyarias5696]

Exc explanation, thanks!

[@TDSheridanLab]

You’re welcome and thanks for watching

[@OfficialTechMinute]

Bro, I can literally see your email. 😅

[@TDSheridanLab]

Yeah I know. Good thing that email address is effectively my junk drawer for email these days.

[@FenixFenix-p5p]

how to get responder name and not email?

[@TDSheridanLab]

You can use the email address to do a look up on a people column. This will pull the entire public user profile including display name.

[@Kindness808]

Hello! In my office we are trying to come up with a ticketing system to manage our workflow. A program like Power BI would probably be overkill for our needs. 3 of us process 20-40 action items a week, individually. We have between 3-5 different types of actions to manage. Someone has suggested that we use Microsoft Planner as a platform for this. I’m not sure that Planner is the best fit for our intended use. Rather than planning singular unique projects would need something to use over and over for repeat requests of the same type. I believe planner has been suggested for its relative ease of use. Could you tell me what comes to mind to serve this type of function?

[@TDSheridanLab]

Hello, Thank you for reaching out! Let's go through these items. Power BI is a reporting and analytics tool, so it won't help you keep track of the work. It will just make reports about the work. Planner is a lightweight project management solution that primarily uses a Kamban style approach. It can be very verbose within its feature set scope, but Microsoft made sure not to have it over run their stand alone paid for project management software, Microsoft Project. Planner competes directly with project like Monday.com. Overall, based on what you've said you need to scope the type or types of work you do and determine if a ticketing system with automation and scheduling capabilities is the best fit or a Project management solution that allows for templating and possible resource management. Most of my direct experience with ticketing systems is from an MSP point of view which is probably overkill for your current scenario. If I was in your shoes I would look into the following products. Ticketing Systems FreshDesk ZenDesk Project Management Tools Microsoft Project Monday.com ClickUp Then see which ones line up the best. If cost is the main driver, some of the options above have free options, but once you get into task and/or Project templating that usually interduces cost regardless of the platform. Thanks for watching

[@Kindness808]

Thank you for the thoughtful response. I will look into this options. Greatly appreciated. @@TDSheridanLab

[@TDSheridanLab]

No problem glad i could help@@Kindness808

[@tubaduba9702]

thanks broseph

[@TDSheridanLab]

No problem, thanks for watching!

[@DJMediaProductions]

Is there a way for the summary print option to list all of the written responses, not just recent?

[@TDSheridanLab]

Yep, you can redesign it to take new responses and place them where Microsoft can access. For example, you can create a shared word document and append new response to the bottom or send a message to teams channel with the latest response. The sky is the limit with PowerAutomate.

[@hussienm2382]

If form have 30 question i need to create list with 30 columns!

[@TDSheridanLab]

Yes, if you want all 30 answers in sharepoint.

[@hussienm2382]

@@TDSheridanLab ifiwantso I should decide based on the form cause I inclusion for example

[@gchesterton]

Forms needs to provide a way to pick names/emails from company address book.

[@TDSheridanLab]

You can copy the forms link to outlook and use the address book.

[@gchesterton]

I'm trying to create a form where one of the fields is a name from our company organization@@TDSheridanLab

[@warrenbest]

Sorry you can not share this on you website.

[@TDSheridanLab]

What do you mean? I can make a redirect to a Microsoft form.

[@eddipl5055]

Thank you

[@TDSheridanLab]

You’re welcome!

[@gregorymorgan9961]

Hey, thanks for the video! I am very new to PowerAutomate (and Lists) so this was very helpful. I have what I think is a simple question/problem to solve, I just don't know how. I've created a Form that I've PowerAutomated to populate a Lists... In my form I have a "Date" selector question, that allows the user to select a date from a calendar. I've also created a list that I would like to auto populate from the Form. I cannot get the time to populate from the MS Form in the MS Lists (You are not able to select time in MS Form with the date selector). I am able to update the time automatically in the MS Lists, as the column format is "Date and Time". I would like to populate the date AND time through the PowerAutomate flow...is there a way you're aware of??? I'm struggling over here 😩😩😩 Thanks

[@TDSheridanLab]

Depending on what need the Date & Time field to do you have a couple of options. (More Compex) If you need the Date & Time field to remain that type of feature so you can do other time based items off of it then you'll need to clean the date/time field in powerautomate to covert it from forms into sharepoint time. There are multiple manual functions to do this, and they are adding additional plug and play options all the time. (Easier) If you don't need the date and time to be used as time and date and just need a reference, then i'd convert the field to string field in power automate.

[@mikepeterson4215]

Thanks

[@TDSheridanLab]

You’re welcome!

[@winplaceshow]

The text you type in on the Title field in the flow... Do you have to do that or can it just have Submission Date? Thanks. Awesome vid btw

[@TDSheridanLab]

The title field can be anything that makes sense for your use case. When creating List views the title field has the options for edit and other items I try to use it as a unique value for the item. But if that isn't needed/wanted for your use case then don't worry about it.

[@winplaceshow]

@@TDSheridanLab thank you!

[@audreybagby8924]

I had been working on this on my own for HOURS! Couldn’t not get the flow to run. I followed along with this video with minimal pausing and a few rewinds. I got it!!! This was super helpful! Thanks so much!

[@TDSheridanLab]

No problem thanks for watching.

[@glaringmind-rq8xu]

great video! I am very new to power platform. I am trying to save a ms form into SharePoint following your video. it works fine except it is saving the flow owner ( myself) as the SharePoint created/modified by every time someone submits a MS form. How can I fix it ? Thank you!

[@TDSheridanLab]

You have a couple of options. But regardless that created by/initial modified by columns will be stamped with something. You just have to decide what the something is. 1. Create a business flow. Under a business flow the automation is run automatically behind the scenes can be shared with everyone that has access to the resources. Originally, if you needed 1 business flow the minimum you could purchase was 5 so you have spend $500 a month to get your foot in the door. Now they have a pay as you go options so you can buy 1 business flow and just pay for it when it runs. 2. Create a dedicated service account. Make it "Company/Department Automation bot" or something that says "Hey this is automated process" Without know your specific scenario, I tend to lend more towards option 2 if you license it with Power Automate plan 2 (or whatever they are calling it these days). Because then it can be the official automation account with access to the premium connectors. I hope that helps.

[@fortune6734]

Great video, first time using Power Automate. How can I set up a Microsoft Forms with Power Automate to limit the number of responses to a question? i.e. I would like only a certain number of respondents to respond to one question, if the max is reached, the question should not accept any more responses.

[@TDSheridanLab]

Thank you for watching. I don't believe that is possible. I haven't had to dive in that granular to forms. Everything I've done has been time based. Indirectly, you could use power automate to check the forms responses and then notify you that capacity has been reached.

[@KevinCleppe-gl7hx]

bro

[@TDSheridanLab]

Dude! 👋

[@sewimprov6398]

When you are creating the list, do all of the fields need to be generic text fields? I have a form that asks for people's names. Ideally I'd like to link this form to a corresponding list that uses a name field in order to reap the additional benefits of manipulating that type of data. Thoughts? Thanks for the video.

[@TDSheridanLab]

Text fields are the most flexible but are not your only option. For names, you can use look ups by email address or UPN to start linking responses to the actual user account (depending on set up). Rating systems can use the integer columns and formatting options. Then based off of the submitted information you can use SharePoint to do more with the data using calculated columns and make reports by piping the SharePoint list into Power Bi. It all comes down to the data you're trying to collect and what you're trying to do with it. Thanks for watching!

[@3wXpertz]

Can we make another form link to this List column to update status. i e. Customers filled Rating Form which will update his record in list as completed. If Bad rating then needs to change status follow-up. Looking forward and thanks in advance.

[@TDSheridanLab]

It’s definitely do able, but you’ll have to figure out the logic to link rating survey back to the original entry in sharepoint. Scoping expectations to last work completed, you could use email address to link it all together.

[@BC-wi9kk]

This is great, I had the same problem as others which was solved from looking at the comments to change to old UI. Just one question, if there is a 'choice' question, do I need to do multiple flows as it only lets me select one? Thank you!

[@TDSheridanLab]

You don't need multiple flows, the easiest way to handle this is to make the SharePoint side a text column. So when a user chooses a value on the Forms side, Power Automate copies in that text value to SharePoint.

[@padraigbarry8920]

TD - YES!!! This is terrific and simple and accurate. THANK YOU for posting this video

[@TDSheridanLab]

You are so welcome!

[@simeiist]

Nice video. Just a question. Am I able to send info to the form? Like, inserting a row on a sharepoint and use that info to fullfill the form?

[@TDSheridanLab]

I'm not sure, i haven't tried to do that. Generally, Microsoft Forms is an intake product like survey monkey.

[@gabrielferreiraguimaraes2092]

Great tutorial, but I need to know the quiz score in addition to the start time to calculate the duration of the assessment. Is there any way to get this data?

[@TDSheridanLab]

I've never had to automate quiz answers into sharepoint before. Everything i've done has been static contact or feedback data. Off the top of my head i would thing that you'd have to isolate what is doing the grading of the quiz and then build the logic around that.

[@marcdoliveira4906]

Thank you. This was exactly what I was looking for!!!

[@TDSheridanLab]

Your welcome! I’m glad it helpped

[@youloveme827]

This is amazingly helpful! I’m wondering if this can be done again in reverse back to a new form to fill out for detailed responses to the initial form entry?

[@TDSheridanLab]

I just checked power automate and there isn't a new form action. This is probably because forms is designed to be an intake platform similar to survey monkey. So if you're looking to create a new form after SharePoint processes it. Then i would recommend to either build out the SharePoint side to handle the additional steps or look to export the results in a PDF or Word document.

[@AlexLopez-gq4qb]

I note that in the notes you have a link to responses.... how did you do this?

[@TDSheridanLab]

The notes section is a "Multiple Lines of Text" column with "Append Changes" (version control) enabled. By default on all teams and modern SharePoint sites the underlying version control feature is enabled. If you're using an existing SharePoint site that was made a long time ago you may need to turn it on under the list settings. When you enable "Append Changes" on a text field, SharePoint timestamps the entries with the user who made the change. This is useful if you need to keep track for when changes occurred. All the details are under the "Multiple Lines of Text" Item here: support.microsoft.com/en-us/office/list-and-library-column-types-and-options-0d8ddb7b-7dc7-414d-a283-ee9dca891df7