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!

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Available in Microsoft365

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

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This method allows you to create a prefilled flow

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associated with the list or library you are using.

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

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I recommend going through the power automate templates

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menu or starting from an empty flow.

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In this example,

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we will create a flow from an it ticket

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and incident management form that employees can fill out.

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

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Start by building a structured form with questions related

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to the incident and create two structured lists,

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a list for tickets. Another for general questions,

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these lists must be stored in a SharePoint site as this

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is a necessary condition to integrate them into the flow.

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Each list will contain fields to accommodate information

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from the forms form in various formats,

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text choice list, et cetera.

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Create a new blank cloud flow and name it.

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In our case, we will name it

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it ticket.

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Now associated with the forms form completion event,

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select the form to monitor here named it incident report.

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This will be our trigger

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to exploit the items filled in by the user

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in the form and integrate them into the list.

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Add the action, get response details,

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

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

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for this. We will add an if conditional block

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that will retrieve the dynamic content type of incident from

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the previous step and determine which list to feed.

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Test the word others respecting the case displayed in the form

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if the condition is met,

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

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Note that a SharePoint item is always associated with a

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list and more precisely with a row in that list,

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a

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file or folder is not considered a SharePoint item.

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

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

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For example, the item title will be question,

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retrieve the dynamic contents from the action,

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obtaining form response details and populate the corresponding fields.

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For example,

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

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

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The date will be the one when the form was submitted

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the status of the question.

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

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the technician. Meanwhile will be entered manually later

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customize the action block name for detail.

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If the form does not contain a general question feed,

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

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

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Be careful. Power automate will list by default.

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The options set in the choice list,

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make sure to retrieve the response in the completed form.

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

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Although it facilitates identification,

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

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confirming receipt of their ticket or request

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add for each of the two cases. A personalized message

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save and test your flow.

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

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Choosing other for the first case

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

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

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do the same for an incident.

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

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submit the completed form.

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

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Your flow from the form associated with

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Microsoft list will then be fully functional.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

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