Microsoft Forms to PDF without Premium Actions in Power Automate

[@DamoBird365]

Check out my video demonstrating how to use content types to setup those extra metadata columns. kzbin.info/www/bejne/h5ubhHyffK-FpMU 😉

[@701eeepc]

ok, thanks again for sharing the other video. I am going to explain to you my goal so that you might suggest what is easier for me. I'm developing an application form where a candidate fills a ms form up and I'm collecting all data such as name, surname, id_card and so on in a SharePoint list. My goal is for each created row in the list to fill a word template up then convert it to pdf and send it via email as a summary report for each candidate. I also had looked at another video where they pull data off from the list and insert them in an html table and then converted to pdf, but it's not a nice layout that's why I am interested in nesting your piece of flow into mine to get a nice pdf report. Tell me what's the best for get to this goal. The doubt that I have is you push these data into columns defined in a document library and not from a list that for me is better because is just like an SQL table. Thanks again.

[@SgtTyrjin]

I just used this to create the automation for a lengthy Attestation form we are using as part of my company's recruiting process, it worked PERFECTLY! Can't say enough how much I appreciate you putting this video together. I understood about 90% of it, but even so I just followed all of your steps as shown and got the results I needed. Thank you so much!

[@DamoBird365]

Amazing and thank you for your comment, I appreciate it hugely 🙏

[@gr8502]

Wow dude. This is mega cool. Safety professional here and I think you saved our company thousands! Good work, delivery, keep up the good work!

[@WolfsburgSlim]

This is the best tutorial to convert Word to PDF without using HTML. This worked, I worked for weeks trying to find a working flow and this one worked right out of the box! Thank you!!!

[@DamoBird365]

Thank you very much 👍

[@GazaAli]

Oh my, that is quite clever of you! I've scoured the internet looking for how to save a client's response to a list via power automate, and this does the trick rather ingeniously.

[@morganmcgary921]

this method for generating a PDF that actually takes in formatting is amazing! Thanks for sharing this!

[@afangrywarrior]

This is amazing! I was stuck about to subscribe to a service to convert a form to a PDF and this was exactly what I needed. Plus it was easy to follow and worked flawlessly!

[@DamoBird365]

Thank you for the kind comment - appreciated. Glad it got you sorted.

[@alejandronieves9413]

Thank you man, these is just what I was looking for along time ago. I like how you explained with just the neccessary steps. Keep doing it!

[@Hambrony88]

In my case I have 3 separate forms I need to populate depending on the response on the forms. It is because our City has different verbiage when a Commission or Board meeting is Cancelled/Rescheduled/Special Meeting. So, in order to populate the correct form based on the nature of the meeting update, you need to add a couple steps to what is seen in the video. Do everything the same you see in this video, except right after the first "Create File" step, add a "Condition -Control" action. In this Yes/No action, choose the response field from your form that you'd like to pull from. Ex. In my form the question is called "Meeting Status Update", so I choose that field. Then, I set it to say "Is equal to" = Cancellation. Under the "Yes" side, I add all the same actions you see in the video. You will want to make sure that you are pointing all your commands at the correct template. Once you are comfortable with the detail on Condition 1, you can click the 3 dots at the far right of that condition and "Copy to my Clipboard". Now, go and click "Insert a new step" ABOVE that condition and BELOW that same first "Create File". It will give you two options. Choose "Add a Parallel Branch". When that opens you will see the tab options All-Built-In-Standard-Premium-Custom-My clipboard. Choose "My clipboard" and then Click on the condition you just copied. Go into the actions of the new condition and update the portions that need to point at the next template you're trying to fill out. In my case I have "Rescheduled" as my second condition. I hope this helps, I will respond if anything doesn't make sense.

[@Tamil_Kumaran]

Hi John, I have a similar requirement and could not get it working. Do you think I can connect with you to get this sorted?

[@watkinsmetabolic]

Just wanted to thank you for this detailed and straightforward tutorial. Using this video as a guide, I was able to complete a complicated Forms-Windows-PDF-SharePoint flow that has improved the efficiency of our clinic intake process dramatically. Thank you again!

[@DamoBird365]

That’s amazing. Thanks for sharing your success. I would love to hear what other ideas you might have. 👍

[@watkinsmetabolic]

@@DamoBird365 would love to learn how to best attach a date/time field that populates the exported PDF with the date/time the form is submitted. Probably a quick and easy fix, but I’ve not had any success working that into my flow. 👍🏻

[@DamoBird365]

@@watkinsmetabolic I’ve a video on Dates in Power Automate kzbin.info/www/bejne/r5OziKerZs5koJI. You just want another field in your list and use formatdatetime.

[@al85v]

Very well done! I have a form that has 70 questions and 6 sections lol I guess I need a column created for each question in share point list?

[@DamoBird365]

If you’ve got premium, you could just use the word connector. But if you’re specifically trying to avoid it, this is one method or you write html or excel. kzbin.info/www/bejne/gmeanmutnMlnd80

[@al85v]

@@DamoBird365 cheers!

[@Calaban63]

This worked perfectly for me - and at the first go, too! Perfect. Just what I needed. Thank you so much.

[@DamoBird365]

Thank you for letting me know. I really appreciate the feedback. If there are any ideas for content, please drop me a message below.

[@Lyriks_]

Thanks i loved that you putted all the steps in your website by the way, you are my go-to source for power automate cool stuff

[@SiyamandRashid]

Thank you very much for the video, I have figured out how to delete the word files after it has been generated.

[@justinlilly9943]

You are my favorite person in the whole wide world today.

[@DamoBird365]

@@justinlilly9943 wow, thank you 🙏

[@OrcunBahadir]

Thank you very much for these valuable instructions. It really helped me to achieve my goals through the use of Power Automate. Please keep up the good work!

[@DamoBird365]

Thank you Orcun 👍

[@moyura2]

Any suggestions on using signature with the Ms Forms. Thank you so much for sharing this valuable use case. Just, I noticed that you're nearing 10K. Well done, keep up the good work!

[@DamoBird365]

Not something I’ve covered before. PowerApps would be better for that. Ps thank you 🙏

[@sankhlayashraj]

This was brilliant. Loved the details shared by you.

[@willalford3592]

Thank you. Absolutely perfect instructions. It couldn't have gone any better. I only had one mistake but quickly found I had missed adding a .docx to one of the filenames.

[@mrpufferfish66]

Excellent stuff! Just what I required. Clear instructions and works very well.

[@Natetendo64]

Great tutorial!! Works like a charm and just what I needed.

[@erinross1755]

I'm so glad I found this. Thank you so much for the step by step.

[@alejandraz77]

Thank you for this awesome demonstration. I was able to follow along and create a flow!

[@DamoBird365]

Nice one Alejandraz! 👍👍

[@WychfinderYT]

Thanks for your reply. All sorted out now. Much appreciated.

[@flipopperman8741]

Thanks a lot for going through the effort to create the tutorial. It was really helpful.

[@cydmansg1979]

fantastic demo! thanks! it really helps me man!

[@villagehomeservices6019]

works!! you really have to follow exactly what you do here.... I'm a beginner and sure beats trying to figure it out on my own.... Will need to work harder to make my videos as good. nice work!!

[@wessgaldamez208]

This is totally awesome!!! I have a question tho, I'm using MS Forms to get the data but I'm also performing some calculations in Excel Online, is there a way to get those fields to auto-populate in the PDF as well once the calculations are done?

[@DamoBird365]

You should be able to pull in data from multiple sources using a flow and then just save them to your file properties. If the data is in a table, try using get rows. Alternatively you might need to use an office script. kzbin.info/www/bejne/i6TTmnyin5ubibM

[@ChaosTool8]

This was really good. Thank you for posting. Anyway to hide fields [fieldname] if they aren't filled out? This is a really great process of generating quality form responses. Thanks again!

[@DamoBird365]

Other than supplying blank values to the fields? I am not sure to be honest. You could try using one quick part and supply many lines of data from PowerAutomate?

[@danicasmayhem]

You really helped an intern from all across the world!! tysm

[@DamoBird365]

Cheers Daniela. Thanks for stopping by. 👍

[@sbisca]

great demo, thanks! Is it possible to somehow dynamically set an image property in addition to the text fields in the document library and in the word document template ?

[@DamoBird365]

You can’t ‘easily’ do images with non premium. It would require accessing the xml, which is not straightforward or easily repeatable.

[@Hambrony88]

I actually figured it out so please omit my assistance needs. Thank you!

[@DamoBird365]

Are you able to share how? Might help the next person? Cheers.

[@Hambrony88]

@@DamoBird365 - Absolutely! I will start another thread.

[@Tabarnac2010]

We can add the template to powerautomate directly, and avoir bad requests.. as it will skip the part of copying and pasting a file. I will simply fill the information , could be from MS Forms or Lists. Another variant is create a shareable link to the file and add it to MS Lists or to an email.

[@zishanmansuri8880]

Hello, Excellen work as always. I have one question. What if instead of a single value i have an array. How to put that in the word document as table? Thanks

[@DamoBird365]

Non premium is not so easy as you would not be able to insert a table. You could attempt to format the text with return lines. Here’s the premium method kzbin.info/www/bejne/onO7hKZ7ftGKpc0

[@iso5537]

I did exactly what you showed. The flow works so far. However, I have two problems. Word recognizes the input of forms in the document properties but they are not displayed in the text? In addition, the attachment in the mail cannot be opened, an error message appears.

[@DamoBird365]

One possible cause is that the text only displays in Desktop, regarding the error, have you left out the file extension? Maybe worth posting on the forum and folk will help you out powerusers.microsoft.com/t5/Forums/ct-p/FL_Comm_Forums 👍

[@davidaza]

Amazing video, worked like a charm. Is there anyway to populate the certificates from an existing list/database? i have a Microsoft Form that is already on use and would like to send the certificate to those that already submitted the form

[@DamoBird365]

The short answer is yes and you’re the 2nd person to ask about lists to word this week. I think it’s on my to do 👍

[@eduardoboro86]

Instead of the naming being the date, in your "Compose" Step, how can I make it be the Last Name, First Name of the data from the MS Form?

[@jamesclark2020]

Another great example. Awesome.

[@DamoBird365]

Cheers James 👍

Excellent, Thank you man.

[@shivabkumar7999]

great video Damien. Is it possible to delete the data written to the document library columns after the Word and PDf file is generated?

[@DamoBird365]

Once the pdf has been created, I don’t see why not 🤞

[@danielmichoud]

Very nice video, I discovered Power Automation and I learned a lot from you. I works very well. Now I'm just trying to substract two responses from forms and fill a field in the word document but I'm not able to make it... Do you have an idea? Thanks a lot.

[@DamoBird365]

Thanks Daniel. Do you mean subtract? learn.microsoft.com/en-us/azure/logic-apps/workflow-definition-language-functions-reference#sub you can use sub(5,3) this would return 2.

[@danielmichoud]

@@DamoBird365 I use this form to count hours for jobs. I tried this expression but i got this error "Unable to process template language expressions in action 'Update_file_properties' inputs at line '0' and column '0': 'The template language function 'sub' expects its first parameter to be an integer or a decimal number. The provided value is of type 'String'. "

[@DamoBird365]

@@danielmichoud wrap the expression in int() and it will convert the string to an integer 🤞

[@danielmichoud]

@@DamoBird365 You're golden! you are a Master.. just used sub(float(),float()) and it works perfectly. Thanks a lot!!

[@kitaakita-p5812]

It was very helpful. I sincerely appreciate your creative code.

[@IanFreeman-b1f]

Hi Damien, love the videos and find them really useful for a beginner. I’m having trouble with this flow where the metadata from the form shows in the sharepoint folder but isn’t showing in the document itself. Is this something you have come across before?

[@DamoBird365]

are you opening the document in the browser or the desktop client? That's all I can think of as I think this only works in the desktop client. You can otherwise ask on the forum powerusers.microsoft.com/t5/Forums/ct-p/FL_Comm_Forums. Good luck with your development 👍

[@IanFreeman-b1f]

It is through the desktop app and i’ve just not tracked down the reason why. Will have a hunt in the forums and ask if anyone can point me in the direction.

[@DamoBird365]

@user-sj5ze8ln6w I’m not sure then. Let me know when you solve it 👍

[@jmclean981]

@@IanFreeman-b1f did you ever find a reason. When i use the flow - the document only appears with the FIELDS in the email. If i run manual using template in document library - works perfectly... Wierd!

[@孙小权]

Great video!!! can i add photo in the word file?

[@DamoBird365]

Not via this method. You need premium or a 3rd party like encodian.

[@JohannaEllaMayErroba]

Hello! First of all, thanks so much for this. Absolutely helpful. Just wondering, would you have an example of a flow from an already existing Excel directory? It's exactly like this flow but instead of Forms, I want to use an already populated Excel sheet as data source. Hope you can help.

[@DamoBird365]

Hey Johanna, thanks for reaching out. If you're looking to use an excel sheet as your source for the Word/PDF file and avoid the premium action, you will still need to set up the metadata columns for the word file. It is possible to run a flow directly from a row in a sheet. You could send me your requirements to [e-mail] if it is easier. Happy to discuss via email and share screenshots etc.

[@markyaney9820]

@@DamoBird365 Does this mean we wouldneed to set up a new column in SharePoint to match all columns on the Excel sheet that auto updates from MS Forms?

[@DamoBird365]

@@markyaney9820 depends on what you are trying to do. If the aim is to populate the word doc from excel yes, but if you just want to convert new form submissions to a doc template, the video demonstrates this process. Good luck 👍

[@markyaney318]

@DamoBird365 yes, the intent is to populate the word document template from the excel workbook that holds all the MS Forms responses

[@nikeshlondhe8901]

It really helped me lot. Thank you so much

[@jy4133]

Thank you very much! You help me a lot !

[@FeedwithbeaT]

Thank you for the clear and excellent applicable instructions. Would it be possible to additionally include an image in the Word/PDF file, that is uploaded by MS Forms?

[@DamoBird365]

There isn’t a way to add images for free I’m afraid. You can add images with the premium action.

[@muhammadirfan4931]

Great tutorial sir! Can I use template .xlsx file instead of .docx file to fill the entry data?

[@DamoBird365]

Take a look at this kzbin.info/www/bejne/oqTOooSEecqajsU

[@clgr6593]

Hello. First of all, great tutorial. It helped me a lot. I would like to add a step were a supervisor needs to approve this first befor the email gets send. Is that possible? Do you know how to do that? Thanks.

[@ryantrujillo4991]

This is such a great resource! My first flow and wow! In my form I have multiple choice questions and the output to the form has ["...."] for each response...i tried to put replace(replace(replace(outputs('Get_response_details')?['body/r4f03c555a0ea4434aad7b75659ecdd0c'],'[',''),']',''),'"','')))) in the update file properties but it's invalid...anyway to format and clean up the output that's put in the word template for multiple choice questions...it flows beautifully but the output looks wonky

[@DamoBird365]

It’s an array. Check out damobird365.com/easily-address-escaped-characters-in-forms-response/

[@ryantrujillo4991]

Thank you! Where in the flow would this solution go and each question that has multiple answers would need this? Thank you so much for lighting quick reply

[@SiyamandRashid]

It Would be greate if you can make a video on : approval fllow and put signature on pdf files after approval and send back the approved request to the requester

[@aminlalani4755]

Any update on this? I am also interested in this and have reached out to @DamoBird365 !

[@NatalieAllen-z6c]

Hi Damien, thank you so much for this, I knew nothing about power automate and have successfully recreated your tutorial! I have a question about an additional step. I would like to drop the completed 'certificate' into two separate SharePoint folders - is this possible, please?

[@DamoBird365]

Absolutely. Use create file to duplicate the same file elsewhere. Well done on your first flow 👍

[@NatalieAllen-z6c]

@@DamoBird365 Thank you for coming back so quickly! I have managed to do it and get a copy of the PDF, what I would like is a copy of the word document too so that I can see the info in the columns on the front screen. I have managed to get a word document into the file by adding another create file action and using the different file path and changing the output to .docx but it is saying the file contains unreadable data and none of the meta data is showing in the columns? :(

[@DamoBird365]

@user-qe4zn2uu9j I think that you would have to set the meta data at the new doc lib too I’m afraid.

[@mbudhikurniawan4632]

Thank You DemoBird, Very Helpful

[@michaelagordon9352]

Thank you so much for this video! Super easy to implement and extremely helpful. I was wondering if you could help with one thing I am realizing would visibly look better on my PDF. If a field was not populated on the form so no data to go into the field on the document how can I have that end up as a blank vs showing the name of my metadata field in the light grey it shows as when the doc was created?

[@daianarios961]

You are genius!!!

[@DamoBird365]

Thank you

[@MonsieurCee]

This is great! currently looking at using forms to make some things a bit easier at work, is there a way to attach images from forms upload?

[@DamoBird365]

Hi Andrew, not done it myself but you can certainly use attachments from Forms, so embedding them elsewhere should be possible. Let me know what your requirements are, otherwise feel free to reach out and tag me here powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity

[@AHLANWASAHLANable]

@@DamoBird365 hi grate explain how are u plz i won't this methods to convert forms to docx to pdf to email uploading image there is away fot that thanks

[@DamoBird365]

@@AHLANWASAHLANable the only possible method for images that I know of is to rename the docx to zip, extract the files, edit the xml and re-zip. Check this out kzbin.info/www/bejne/mnm6XqV3pt1qp68

[@AHLANWASAHLANable]

Hello dear I hope you will explain how soon You are really creative

[@DamoBird365]

@@AHLANWASAHLANable do you want to drop me requirements to [e-mail]? I have a GitHub demo that shows how to extract images from file attachments of forms but no video yet github.com/DamoBird365/PowerAutomate/blob/main/KZbinDemos/MicrosoftFormGetAttachmentsandEmail.zip

[@gilshapero7176]

Thanks! Saved me a lot of time

[@DamoBird365]

No problems Gil 👍

[@mrmpanah74]

Thanks so much, I have been looking for this information for a long time. Also in my scenario, I have 68 images that will be uploaded to the Microsoft form. How can I display these images in PDF format using the ''document template'' in Word? Thanks

[@DamoBird365]

You would need to use premium for images to word unless you build an html file and convert to pdf.

[@mrmpanah74]

@@DamoBird365 thanks for the reply, I am new to this, can you please provide more info on how to build a html file? or how I use the premium for images? I am confused a bit and have tried many ways including adding 'populate a Microsoft word template' etc but can't get the image to the template. Please help. thanks

[@mrmpanah74]

​@@DamoBird365 Finally, I built a Word template using Premium, but it can only be less than 10MB; if it is larger, an error message appears. Is there a way around this? Thanks in advance.

[@lucavorraro4426]

Salve e complimenti per il tutorial, ti volevo gentilmente chiedere se è possibile importare nel documento word anche un test di valutazione/gradimento.. Nel caso fosse possibile quale colonna si deve creare in sharepoint? Ciao e grazie

[@DamoBird365]

Do you mean a star rating ? Like ⭐️⭐️⭐️⭐️⭐️ ? You can only add strings using this method. You could ask here powerusers.microsoft.com/

[@PhiZa-l5n]

Hello! Great tutorial! How to let the flow run again in case i need to re-submit a saved form in the form portal. Thank you

[@DamoBird365]

You can rerun from flow history?

[@drewsorber3570]

This was super helpful, thank you! Is there any way I could have the word document attach to the email instead of a PDF?

[@DamoBird365]

You can attach the word doc to an email but I am not 100% sure if the quick part metadata will display. Remember that the file must be opened in word desktop to display the data. Best to give it a go and report back on your findings. 👍

[@davidlockebreaux8064]

This is SOOOOO helpful, thank you!!! Question, please...is there any way to convert responses from forms to currency when then importing that value into the word template?

[@DamoBird365]

You could take a look at docs.microsoft.com/en-us/azure/logic-apps/workflow-definition-language-functions-reference#formatNumber

[@carolina1267]

This has helped a lot, thanks for your time. However, I can't seem to make the name of the file in the first create file to work. It says theres invalid characters. Tried everything I know :(

[@DamoBird365]

Can you supply an example output from the error including the path. Could you have a rogue space at the end of your path?

[@CVL00]

Thank you for your great efforts Mr. DamoBird, I have used this on employees when they submit their responses they will get a certificate of attendance in their email but I have a problem with the date written on the certificate it does not change according to the submission date can you help me?

[@DamoBird365]

you could maybe make that a dynamic value? I suspect you have it fixed? You can then use utcnow('dd MMMM yyyy')

[@matthewdancis2069]

Hello! This video is extremely helpful. The one thing I've had trouble with is the email to the respondent. How did you set your form to require an email and how did you link the flow to that particular input on the form? Was it just a text question?

[@DamoBird365]

You’ve two options. An internal form captures the logged on user if its not anonymous. Otherwise a text input, albeit no validation so you have to hope that they don’t mistype.

[@seanbrennan705]

Phenominal Video. Saved my organization a ton of money by not needing a paid service. My flow is running perfectly but I have one issue. My Form contains several questions that requires a "check all that apply" answer. In the Sharepoint list and subsequently the PDF file these answers are produced without line breaks. Is there a way to place line breaks between these responses?

[@DamoBird365]

Hey Sean, I have an article on how to do this here www.damobird365.com/easily-address-escaped-characters-in-forms-response/ and have picked up your message on the forum powerusers.microsoft.com/t5/Building-Flows/How-to-create-line-breaks-when-creating-a-pdf-from-a-form-with/m-p/1008909#M136616. Thank you for reaching out! If you have any other concepts you would like explored, drop me a message [e-mail].

[@Willysoft81]

Thank you for sharing your knowledge with us. It's very helpfull. regards.

[@LukášHromada-s7g]

Thanks Bro! work great!

[@DamoBird365]

Thank you, I appreciate your comment.

[@Norrinisradd]

Great instruction, thank you! This inspired me to make a flow using the create file option via OneDrive where I create an html file, convert to pdf, then save as pdf. Would you know how I can apply this for a multi-page pdf? The form responses for my form do not fit on one pdf. All the data is present on the html output and the html file contains all data on a widened page. however, when the file is converted to pdf, I only get 1 page of data in portrait view with the last half of the form response missing.

[@DamoBird365]

The conversation of html to pdf is by no means perfect. I’ve covered a few methods for doc creation here kzbin.info/www/bejne/gmeanmutnMlnd80

[@Norrinisradd]

Thank you for your reply @@DamoBird365 I will check out your link

[@seanbyrnes830]

In the convert file the flow is failing, saying conversion is not supported. "InputFormatNotSupported / Bad Request". Any advice? The "ID" is from "Create file 2".

[@DamoBird365]

Try opening the file on OneDrive manually. I suspect it hasn’t been created correctly.

[@joyt5074]

Can you still create a separate flow to create an excel sheet from the responses in the form without affecting this flow?

[@DamoBird365]

Absolutely. You can also build forms direct from an excel sheet, meaning you don’t need a flow to save the data to excel or watch my video on the api call to forms and download the data from forms direct in excel as you require it.

[@videobewerker111]

Hello Damo, If there needs to be a approval (written digital signature) by 1 external person, what would be the easiest solutions without using Adobe Sign (with template)?

[@DamoBird365]

I haven’t looked at non premium, which I’m assuming you are looking for. Being external makes it challenging too, hence why a 3rd party would be easiest. Maybe one to ask on forum powerusers.microsoft.com/

[@CraigSowter]

This was brilliant thank you so much! How do i go about adding picture attachments that are attached to the microsoft form into the word template?

[@DamoBird365]

For a non premium, you would have to consider html as this method doesn’t support images. Otherwise the premium connector or encodian.

[@CraigSowter]

@@DamoBird365 Thank you. I will leave as is for now. I dont fancy trying to add a HTML action in just yet. Only just got the hang of what you've shown in this video and have approx 30 forms to do.

[@bobmcroberts5188]

I was able to get this to work, however the added columns now appear for every file in the main “Documents” folder (and those nested within) I was hoping to get this set up in a separate document library so the columns only appeared in one place, but not for the rest of my document libraries. Did I do something wrong or is this just how it is?

[@DamoBird365]

You are correct with your finding but you could setup content types and try this method instead kzbin.info/www/bejne/h5ubhHyffK-FpMU

[@lotdorp3367]

Thank you! I've got one problem, I cannot get the Metadata in SharePoint into my Word template. I have (after running the flow) the Metadata from the filled in Form in SharePoint and also a Word document but not a filled in Word document. What am I doing wrong? Thanks in advance!

[@hill1272]

This is fantastic, thank you! We are using forms to gather data on field trainings, and automate certificate send outs for up to 20 attendees. On the form, we have a line for each attendee, is there a way to generate a new certificate for each attendee in one flow?

[@DamoBird365]

You would need to get the names etc in an array. So if the dataset is in an excel file or list, you get the rows or items and use an apply to each with the flow above in the loop.

[@hill1272]

@@DamoBird365 so i have attendee name listed as text field on the form and have 20 total lines listed. should i populate into an excel file from the form first, and then reference that column to get the names?

[@DamoBird365]

@@hill1272 are you supplying the names as a string? Like Damien,Jill,Brian,etc or a text field per name, up to 20 attendees? If the data is all collected by the form, you can create an array but I need to understand how you capture the attendees.

[@hill1272]

@@DamoBird365 Have lines on the form that include: date of training trainer training type attendee 1 attendee 2 attendee 3 etc....

[@DamoBird365]

@@hill1272 you need to create an array. Add a compose and add a opening and closing [ ]. In between this add each dynamic answer for attendee1-20, in single quotes and separated by a comma. Ie [‘attendee1’,’attendee2’,’attendeeX’] then use the compose as the input to an apply to each. It will loop through the names and I assume the rest of the answers date, trainee etc are same for all 20. You might need to include a filter array where item() is not blank, to remove the non existent attendees.

[@SiyamandRashid]

Thanks again for the video, in the step Create file 3 ( creating a copy of the file on sharepoint) can we do that in the Create file 2 step staright away in order to reduce the number of the steps?

[@DamoBird365]

Create file 2 is there to allow conversion to pdf. The populated doc needs to be on OneDrive to be converted to pdf. You then need another create file to bring that pdf back to SharePoint or save to OneDrive if you’d prefer.

[@SiyamandRashid]

@@DamoBird365 Understood, thank you very much again :)

[@abhishekpatil01]

Hi, thanks for this video which made this flow super easy to execute. I have one query, I want recipient to receive final output in docx along with pdf. How do I do that?

[@DamoBird365]

You should be able to define your own file name and use the dynamic file content for both files on the send email action, attachments.

[@APMerry]

Thanks for this guide, I've hit a wall when attaching the file to an email. I receive an email but the PDF is corrupted. The copy that get's saved on sharepoint opens up okay, so I know the conversion works.

[@DamoBird365]

Have you included the file extension?

[@WychfinderYT]

Hi Damien. Thank you very much for taking the time to share this information. One question; How do you deal with a date that needs to be included in the certificate? I've tried without success and just get an error. Your help with issue would be much appreciated. Thanks, Adrian

[@DamoBird365]

You could use something like formatdatetime(utcnow(),’dd MMMM yyyy’)

[@DamoBird365]

Also check out Working with Dates in Power Automate #PowerAutomate kzbin.info/www/bejne/r5OziKerZs5koJI

[@iahsawairi1318]

Hello! I am new in Power Automate. I would like to send Certificates in pdf format using Power Automate. I will be sending it all at once. The difference to what you did here is that I already have the details in Sharepoint list and not from Forms. Will appreciate if you can help me. Thank you!

[@DamoBird365]

The same steps apply. If you want to avoid using the premium connector, you will have to setup columns for the metadata in the new doc lib and save the column data from the item to the doc. I have a 2nd video that shows you how to do it with content types. Very similar.

[@sleeperz2303]

Fantastic Guide but a massive flaw. You don't tell us how to get out option for the form into quick parts. It's really difficult and yet to find a guide on how to do iy

[@DamoBird365]

Are you using choices on a Microsoft form? It’s hard to cover all scenarios but I do have a blog post on this. www.damobird365.com/easily-address-escaped-characters-in-forms-response/

[@charlest1025]

Thanks for this. This has been a simpler approach to using content controls compared to my earlier work. My only issue is that the content isn't wrapping within the cells of a table, any suggestions on what I'm doing wrong?

[@DamoBird365]

I am not sure to be honest. Maybe try the forum ? powerusers.microsoft.com/t5/Forums/ct-p/FL_Comm_Forums

[@imxeek6157]

Amazing video! I was wondering if you know an alternative for encodian but without using any premium conection

[@DamoBird365]

This video is exactly that? Unless you’re not talking about populating a word doc.

[@joeyarmaxy12]

Thanks for the tutorial, but I have a question what if i want to send an approval with the attachment instead of an email, and then based it on a condition if Yes send an another approval and then email notification and if rejected send an email notification.

[@Stephanie-jq5ju]

Hi, great tutorial! Can you do exactly this but instead of triggering from an MS Form, I have the email recipients name and email on an excel sheet? I want to do this but I can't find anything about it :(

[@DamoBird365]

You could do. Ultimately you want to get the data from the excel sheet to a new document with columns. So instead of using the dynamic data from a form response, use the data from a list row.

[@lucavorraro4426]

Complimenti per la guida, me se volessi aggiungere un immagine dal form al documento?

[@DamoBird365]

To add images, you will have to look at the premium word connector. Or a 3rd party connector like Encodian.

[@reviewassistant6891]

Makes you wonder if ms will see this and be stubborn and block the way you did it or just make pipulate word template free

[@patondennison128]

Hi, How do we make contact with you to develop flows for us in South Africa?

[@DamoBird365]

You can drop me an email on [e-mail] or find me on social media as DamoBird365 and I will see how I can help. I’m on the Microsoft forum too powerusers.microsoft.com/

[@klau517]

hola, tengo una consulta cuando creo el flujo me dice que el documento ya existe cada que envio un formulario entonces no se como hacer para que me lo tome sin problema y que adicional no se me almacene en sharepoint una copia de ese archivo.

[@DamoBird365]

hola, espero que esto se traduzca. cree un nombre de archivo único etiquetando la fecha y hora en el nombre del archivo. formatdatetime(utcnow(),'yyyyMMddhhmmss'). ¡Buena suerte!

[@weerachaichibthong4377]

Thank you so much sir. If we have form exam , need to insert image in the quiz answer of student and convert file form to pdf. What we can do?

[@DamoBird365]

Hi there, you could watch kzbin.info/www/bejne/jYasgHujbpKGiKM. In this video I insert images (images generated from Excel but the concept is the same) into HTML, Word and convert to PDF. HTML is free. I don't think you can easily insert images into Word for free, you would need the premium action as far as I know.

[@aravindporayath-rj6ph]

I have a word template and once we enter something in the template, data needs to entered in excel and also a folder needs to be created in sharepoint and we need to save the word document in the folder.. Is this possible to do?

[@DamoBird365]

Are you manually adding data to a template? You could use ai builder to extract it. Everything else you mention is indeed possible.

[@aravindporayath-rj6ph]

It is like a form.. So we fill the form and save as a document... Can you please show an example.

[@josephbeaulieu4093]

I recently went through this and it worked wonderfully. However, in my current flow there are several text fields. I've noted with FORMS has a 4000 character per Form limit. However Sharepoint is at a 255 per text field limit for "Single Line of text". I have seen various insight stating to use "multiple lines of text" formatted columns. Will this method still work? Would it maintain stability?

[@DamoBird365]

I've never tried for this particular scenario, albeit I have used multiline in other solutions for that particular reason. If you give it a go and test, please report back.

[@josephbeaulieu4093]

@@DamoBird365 Roger that. More to come. Thank you for checking back!

[@jkdesjardines]

Did you ever find an answer to this question? Having a similar issue

[@robofski]

Very neat!

[@thipiga58]

Hi! I have a Microsoft form with a logo, description and another section with closing statement. I need the contents of the form along with the form submission details saved in a PDF as soon it is submitted in a private folder in a shared Microsoft Teams. Is this possible? If so, how can this be done without the use of the premium features?

[@Luka0012]

Hello, when choosing "Send and email" step, I get an error saying "Connection not found. Please create a new connection and change your application to use the new connection.". Did anyone else had this issue? Do you know how to resolve it?

[@jpbo98]

Is it posible to use this method or something similar to add images to a word?

[@markyaney9820]

Could you maybe demonstrate how to get the responses from an MS Form to the SharePoint library either directly or from the Excel workbook where the responses are collected?

[@DamoBird365]

Hey Mark, this does take the form responses (trigger) and places them into the document library on SharePoint. Can you explain what it is you are looking for in addition to this?

[@DamoBird365]

I’ve also got this video Populate a Word Document without Premium Actions via Power Automate (Method 2) kzbin.info/www/bejne/h5ubhHyffK-FpMU which demonstrates a slightly easier method.

[@markyaney9820]

@@DamoBird365 My responses are collected in an Excel workbook. Will the process retrieve each item from the excel workbook and populate the word doc template? I am struggling to get the flow to retrieve each item from the excel sheet

[@DamoBird365]

You can’t easily trigger as a row is added to excel, as it’s based on file modified and you’ll get duplicates. Best bet is on form submitted but otherwise use a recurrence trigger and get new rows from excel at the end of a day maybe.

[@markyaney9820]

@@DamoBird365 I apologize for my confusion. You definitely answered all my questions. I finally got the automated flow working. Only part left for me to figure out is the deleting of the new word doc before converting to pdf. My flow says it is working correctly but none of the files are being deleted. Any suggestions on where to look or how to figure this part out?

[@nishantsubedi2280]

Hi Damian, Thank you for the video it is really help, but I have an issue. When receiving into the email why my pdf is blank. In the sharepoint and one drive it is working perfectly but when the pdf is attached into the email it's blank. Can you please help me to fix the issue??