How to Use the NEW Forms Experience in Microsoft Lists

[@jorge210594]

Thank you for the explanation. Very concise and precise. Currently, I'm testing the option where the staff of my company fills out the same Microsoft Form, and I've automated it with Power Automate to send it to different Lists in different SharePoint sites. In other words, there are different workgroups that use the same information in different ways. I know nothing related to that was mentioned, but I wanted to know if there is a workflow that could work with this functionality you're explaining.

[@your365coach]

That’s an interesting scenario, so I’m not recommending doing this right now, given you have already put a lot of work in, but using the new Forms experience you could use a single List, with the all the columns included and then use different Forms for those different workgroups. The Forms will allow those workgroups to respond without giving access to the List, and you could use Views of the List to then segment the data based on the workgroup. This means that there is then, in the future, a way to remove the MS Forms and Workflows and simplify it all 😁👍

[@tomphillips3253]

Aside from the fact that I use a Third Party form creator, you explanation on MS Forms is extremely good and informative.

[@your365coach]

Thanks so much for the great feedback

[@hpwcwai89]

Unfortunately attachment column is not allowed to add to this form

[@vidalrick75]

Hey Scott, thanks a lot for the video, I've been aware of this new functionality in lists since last month, but for some reason it still not available for me. Would you happen to know why that happens? Thanks again!

[@kaufmanphil]

Same for me. I am at a University, would that make a difference?

[@bryanlamoreaux4638]

Different tenets (where your stuff lives in MS land) will receive updates to functionality at different times. You may just need to wait for your tenet to get the new features. Hope that helps!

[@vidalrick75]

@@bryanlamoreaux4638 coincidently it showed up just last week! Thanks for the reply!

[@ekkiwurm7874]

The clip is fab. Very clear and straight to the point. Thank you for sharing.

[@your365coach]

Thanks for your kind comment 😁

[@Kaitlin862]

Its really nice to see some of these features, but there are definitely limitations here. Hopefully they will keep investing in here and making it more robust. As someone else mentioned I have a lot of internal forms that I then route with power automate to populate a microsoft list. If they could make that connection easier it would be a life saver!

[@chriswho6794]

Easy to follow video! It's been several months now... Has forms updated to include metadata choice columns yet?

[@your365coach]

Sadly, I do not believe so but I did see that they have just released 'Attachments' for this Form Designer now too - so hopefully we will see in the future still

[@nutsonbikes]

Lookup fields don't seem to be supported. I also couldn't find out how to edit a record with a form. We have an RFQ list, so each record lives during the RFQ process.

[@marcdoliveira4906]

Great video and thank you. I think many of the features that are missing would be critical for majority of my user base that deals with external ussers. It will me interesting so, to see how this new feature matures.

[@lizelrust2463]

Hi Scott. I have a Lookup column that is not displaying as one of the form fields. How do I fix this?

[@lisam8986]

Thank you for this information, it’s very helpful. However if you are an MS MVP please tell MS to include the ability to attach files to the Forms experience in MS List. Also need images in the forms too.

[@bobbirowlett6728]

This was a good video. Well done. Would you be able to use these forms you create in Lists along with Power Automate? I have an approval process and if denied, the user gets a link to the list item to edit it. As you can imagine, the view when they click the link is very cumbersome and hard for them to pick out the fields they had on the form. Or are the forms in Lists just to add new data to the list?

[@marinahanna2491]

Thank you so much for these videos, they are so helpful! I am just desperate for lists to be built into the same powerful tool of Notion's two-way databases. I need to create a functional and bug-proof database of clinical trials running across multiple sites and multiple teams, and trying to do this in the M365 ecosystem while remaining usable and HIPAA compliant has been a herculean task.

[@Ferienpapst]

hey thats exactly my working field and I am looking for some solutions as well. maybe we can have a chat and see if we could complement something. for now I use the loop tool a lot for our teams. one thing i am currently triing to solve is to assign a task to an email DL and have the opportunity to see the progress of each person in this DL. any Idea?

[@sing2meh]

@@FerienpapstHey sorry I missed this! It’s crazy to me that Microsoft markets itself as a solution for healthcare, and yet it’s so messy and easy to lose data when working with their tools. 😭 How are you using loop?? I feel like I’m the only one in my team who understands what it is. I work with a lot of 50+ people who aren’t used to collaboration tools though. For your question, what do you mean by DL?

[@sing2meh]

@@FerienpapstOkay, I do have a few ideas for you though. First suggestion, use the Outlook feature where you can forward an email to teams. You could send an email to someone in a teams chat, then right click the chat message, and create a planner task for them in a shared plan. For task visibility I would definitely create a shared plan, attach it to a Team and pin it as a tab inside the Team channel so everyone can find it.

[@Ferienpapst]

@itsmarinah I switched now to looos and organize my studies there via workspaces..you can also implement planner if you need to :) it's a great tool now for us! I try to convince our company to use it mainly. Are You a ctm?

[@glenndavis462]

Hey Scott. Great stuff!! If I had some related Lists questions, may I ask here or is there somewhere else you could point me to?

[@your365coach]

I am always happy to answer any quick questions here (if I can). If there's a list, then we do offer a Coaching Session which you can book with me, it's on our website at Your 365 Coach (www.your365coach.co.uk). Hope that helps

[@AngelaSidoti]

Great video, thank you. I wanted to know if I could use forms to keep an MS List up to date. If I have a member database in MS Lists for example, can I create a form to have additional information either updated or added to the entries already in my list?

[@your365coach]

Sadly this option is available for new entries rather than existing entries. You could use a SharePoint List and Form to allow updates but that would require some customisation to achieve

[@your365coach]

Thanks for your kind feedback. Sadly this option is available for new entries rather than existing entries. You could use a SharePoint List and Form to allow updates but that would require some customisation to achieve.

[@your365coach]

Thanks for your kind feedback. Sadly this option is available for new entries rather than existing entries. You could use a SharePoint List and Form to allow updates but that would require some customisation to achieve.

[@donshelton7332]

Will this work with cell phones? I need system to send training lessons to field employees and record who and when they completed the training. Will this work or is there a better solution? Enjoy your videos, thanks

[@Romdryl]

Any idea why when I click on copy link for my form it doesn't actually copy anything?

[@assiabouhadouza1927]

Hi thanks for the video. Any date when it's available? I don't have it :(

[@your365coach]

It’s rolling out now, I have seen it on both new Lists and existing Lists, so hopefully it won’t be too long 😁

[@lajessik87]

Love this feature but the form does not open. I get an error " sorry, something went wrong" " an unexpected error has occurred"

[@Habib-fz3zq]

The issue with using this forms is that when the list contains formulas in the metadata to hide/show list items based on user input, it doesn't work on the forms.

[@MikeSunTzu]

Cheers, will stick to Power Automate for now

[@your365coach]

The new forms experience is more simple and I do think Power Automate offers more customisation, especially in the native Forms capability

[@ShrivardhanKallani]

Does it support lookup columns?

[@your365coach]

Sadly not as yet, I did try this for you and the fields were not available in the Forms experience

[@ShrivardhanKallani]

@@your365coach Thanks. We are very much dependent on this in our lists.

[@fongfongfong1978]

Thank You🙏🙏🙏🙏🙏🙏🙏🙏😎😎😁😁

[@barking_mad6649]

As usual with MS it's another 'nearly but not quite' product. 😂

[@jendonnelly7637]

❤

[@your365coach]

Thanks 😄

[@issiewizzie]

yey...no credit card needed 😃

[@your365coach]

We have been long awaiting this day 😂😆

[@karolaneb.1861]

I started to watch a few of you videos lately and I love it. Unfortunately I don’t not why, I don’t see any way to create a Form. Is this the premium license ?

[@ShrivardhanKallani]

Gradually rolling out

[@your365coach]

@@karolaneb.1861 it’s gradually rolling out, so oddly you may see it on a brand new List but some existing Lists won’t have the button yet. Thanks for your kind feedback too and hope you enjoy the content 😃

[@solageormeich]

Is there a way to add approvals to this form, and to show others answers for leaders so they can approve or reject a claim.