Flow / Power Automate - SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow Tutorial

Learn how to seamlessly integrate Microsoft Forms and SharePoint lists in a Power Automate flow. Discover the process of creating a prefilled flow associated with a list or library. Follow along as we demonstrate building a structured form, creating lists, and customizing the flow based on the type of incident. Explore the step-by-step guide to streamline your workflow and enhance efficiency. Don't miss the opportunity to harness the full potential of this powerful integration!

04:43
290 views

Available in Microsoft365

00:00:08

to do this. Use the integrate button or directly on the ribbon.

00:00:15

This method allows you to create a prefilled flow

00:00:18

associated with the list or library you are using.

00:00:22

However, the number of flow templates offered is quite limited.

00:00:27

I recommend going through the power automate templates

00:00:29

menu or starting from an empty flow.

00:00:33

In this example,

00:00:34

we will create a flow from an it ticket

00:00:36

and incident management form that employees can fill out.

00:00:40

This flow will feed two separate lists depending on the subject of the request.

00:00:45

Start by building a structured form with questions related

00:00:48

to the incident and create two structured lists,

00:00:52

a list for tickets. Another for general questions,

00:00:56

these lists must be stored in a SharePoint site as this

00:00:59

is a necessary condition to integrate them into the flow.

00:01:03

Each list will contain fields to accommodate information

00:01:06

from the forms form in various formats,

00:01:09

text choice list, et cetera.

00:01:13

Create a new blank cloud flow and name it.

00:01:16

In our case, we will name it

00:01:18

it ticket.

00:01:20

Now associated with the forms form completion event,

00:01:25

select the form to monitor here named it incident report.

00:01:30

This will be our trigger

00:01:32

to exploit the items filled in by the user

00:01:34

in the form and integrate them into the list.

00:01:36

Add the action, get response details,

00:01:42

point it to the same form and then choose response ID as the id.

00:01:48

Depending on the type of incident, the flow will decide which list to feed

00:01:53

for this. We will add an if conditional block

00:01:57

that will retrieve the dynamic content type of incident from

00:02:00

the previous step and determine which list to feed.

00:02:05

Test the word others respecting the case displayed in the form

00:02:10

if the condition is met,

00:02:11

add the action create an item from the SharePoint action block.

00:02:16

Note that a SharePoint item is always associated with a

00:02:19

list and more precisely with a row in that list,

00:02:22

a

00:02:22

file or folder is not considered a SharePoint item.

00:02:26

Enter the site where your list is located and the relevant list

00:02:31

display the advanced settings to fill in the different available fields.

00:02:35

For example, the item title will be question,

00:02:38

retrieve the dynamic contents from the action,

00:02:41

obtaining form response details and populate the corresponding fields.

00:02:45

For example,

00:02:46

the requester will correspond to the email of the person who submitted the form.

00:02:50

The question will correspond to the detailed description of the problem.

00:02:54

The date will be the one when the form was submitted

00:02:58

the status of the question.

00:02:59

A choice list field in your list will default to to be processed

00:03:04

the technician. Meanwhile will be entered manually later

00:03:09

customize the action block name for detail.

00:03:12

If the form does not contain a general question feed,

00:03:16

the other list by adding a create item action in the conditional block,

00:03:20

associate the form fields with the corresponding fields in the it ticket list.

00:03:26

Be careful. Power automate will list by default.

00:03:29

The options set in the choice list,

00:03:31

make sure to retrieve the response in the completed form.

00:03:35

The form field names do not need to match those of the list fields.

00:03:39

Although it facilitates identification,

00:03:44

finally send a message with the flow bot to the user who filled out the form,

00:03:50

confirming receipt of their ticket or request

00:03:58

add for each of the two cases. A personalized message

00:04:03

save and test your flow.

00:04:05

Use the form sharing link and fill it out from another account.

00:04:10

Choosing other for the first case

00:04:14

once submitted, the flow will execute and confirm its success.

00:04:18

The user will receive a chatbot message and your questions list will be populated

00:04:23

do the same for an incident.

00:04:25

For example, a request for assistance following a network failure,

00:04:29

submit the completed form.

00:04:31

The user will receive a message and the other list will be populated.

00:04:36

Your flow from the form associated with

00:04:38

Microsoft list will then be fully functional.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

RELATED COURSES This tutorial is part of the following courses

116 Views

Microsoft Video Training Power Automate – From discovery to mastering automation

Boost your productivity with our Power Automate course! Learn to automate your tasks and seamlessly integrate various Microsoft 365 services...

ALL COURSES