Copying Microsoft Forms Attachments to a SharePoint List Item using Power Automate
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- Опубликовано: 27 июн 2024
- In this video, we see how to create a group form in Microsoft Forms, create an associated SharePoint List to hold the data, use Power Automate to copy the form responses to the list, and, most importantly, copy each file uploaded with the form and attach it to the corresponding list item. Please check out this post by Norm Young that was helpful in figuring out how to do this: normyoung.ca/2020/09/12/add-a....
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You are a genius and my hero for today! Thank you SO much for taking the time to record and upload this - I honestly cannot tell you how helpful this has been to finally find a solution for our organisation. This is the only solution I followed that worked perfectly with zero efforts - please continue to share your wisdom with us!!
Your comment made my day. Thanks for the kind words!
Thanks Jeff, there is about 10 video's on this topic but your one was the one that got me to my result, I didn't use the condition yes/no as attatchment was a requirement in my flow so not needed, worked really well.
Great to hear! Thanks for taking the time to leave a comment.
Echoing all the comments below. Thank you so much. Every other tutorial was working with forms storing files on OneDrive. Kept getting errors trying to get it to work with group forms and SharePoint. Only tutorial that has worked.
Great to hear and thanks for the comment!
I NEVER LEAVE COMMENTS BUT SIR YOU HELPED ME SO MUCH I WATCHED AT LEAST 10 DIFFERENT RUclips VIDEOS ALL GAVE ERROR AS I WAS ABOUT TO GIVE UP YOU SAVED THE DAY
Your comment made MY day. Glad the video was helpful to you!
This man is a genius
Sir, you are a genius. Thank you!
Glad the video was helpful to you!
Great information! Thanks so much for your efforts.
Glad it was helpful!
Thank you so much, only tutorial for adding attachments to Group forms on Sharepoint list that I could find. Followed all your steps and worked a charm.
That's great to hear!
I would have never figured this out. Thank you. Now I just need to add those attachments to the form submission email :)
Glad this was helpful! One approach if you need to email out a link to the attachments is to use the URL to the attachment(s) where Forms stored them. You would need to open up that folder so that the user has access. I prefer that to giving a link to the attachment within the SharePoint list item, as I typically don't want to give the email recipient access to that.
You, you are the best, I've been trying to do just the same thing for a project where I work, started hosting the files on my one drive for business, and then I couldn't properly open the attachments on my list, and then started using the group forms, got really confused and couldn't get it to work, but I followed you along and it works perfectly!
Thanks a LOT for a such video !!
That's great to hear! This is the reason I do videos. Thanks for taking the time to send some feedback.
Thank you so much for this!!! I was losing my mind trying to do this because every other site I found wasnt for Group Form or missing steps I couldnt figure out.
Glad that was useful Chris! I cover this solution in detail in the new edition of my "Creating Business Applications with Microsoft 365" book as well.
Thank you for this video!! I've been wracking my head on trying to get this working on our Sharepoint. I'm trying this tomorrow to see if it works successfully. Every guide I've run into is using OneDrive which we don't want to use.
Great insight in how to modify the process at add attachments to SharePoint list to accommodate group storage/insertion (vs. OneDrive). Thanks!
Thanks for the kind words!
Great Explanation! Congrats Jeff !!
Glad this was helpful!
Thank you so much for this video! I have been struggling with this flow for a while now and it's finally working! :)
Glad to hear this was helpful!
You´re a genius! Thank you!
Glad this was helpful! I have a complete write-up of this process in the upcoming new version of my "Creating Business Applications with Microsoft 365" book.
Many thanks Jeff I've been struggling with a similar use case
Glad it was useful Paul!
Did you copy the actual JSON and generate the schema from sample (around 14 min - 16 min in the video)?
Yes. That is exactly. Go to the run history to get the JSON and then use that to "Generate from sample" in our Parse JSON action.
Jeff, I'd like to grab the attachment, attach it to my SPO List, then circle back and delete it from the OneDrive. What would be the best way to delete the file after it was attached?
I haven't tried this but would try the OneDrive connector in Power Automate to delete it.
Sweet, thank you so much! Do you also know how to rename the attachments based on [submission ID - timestamp - filename]? There is only a rename file action for onedrive and I can't get renaming sharepoint files to work in combination with this method. :(
I'm glad this was helpful. On your question, at the naming (around 26:30 in the video), you could use the ID for the submission ID and then utcNow() [maybe together with formatDateTime() to get the format you want] and put that before the name for the File Name value. These will be Expressions that you add. Hope this helps.
@@jeffrhodes I'm sorry, my question was not formulated correctly. The given method indeed works for sharepoint list items themselves. How do I also change the file name in the sharepoint directory where the attachments are stored? In this case /shared documents/apps/microsoft forms/....
@@ZyDoxx - that's a great question. I did a quick search but didn't find anything easy. This link looks helpful though: pnp.github.io/blog/post/how-to-rename-files-in-sharepoint-with-power-automate/.
@@jeffrhodes Thank you, I will look into it. It's a shame they made the rename file function available for onedrive but not for a sharepoint drive.
amazing video! thanks for this! Do you have a tutorial or link for doing this same flow for a form with multiple upload questions required? I was successfully able to do this with one Q having multiple attachments, but looking to do this for a form with 5 upload questions...
Thanks for the nice feedback. I would think you would just repeat the steps for each upload question (e.g., do them sequentially). But I don't have a video for this. Let us know what you figure out!
Hi Jeff, Thanks for this awesome video. I just have one question, I noticed from your video and my own Flow that the user's name is added to the end of every attachment. Is there a way to avoid this? , Thanks again !
Good question! You won't be able to change the name that Forms uses for the files. So those will have the user's name at the end. But you could could adjust the name such as removing everything after the _ and then putting a date/time stamp (to be sure it is unique). Note that there is a number at the end of the file name if there is a duplicate. So the name is _ . Hope this helps.
@@jeffrhodes Thank you Jeff !
Great video and easy, just one question, how end user will enter the information, like create new request? Add another screen as a new request form to enter or book a reservation? thanks
Thanks for watching the video. In the case, we are grabbing the attachment from a Microsoft Form. That takes some gyrations as we covered in this video. If you are using Power Apps for your request and you need to write it back to a SharePoint list, that is pretty easy. You want to use the Form control and add the Attachments data card. If you are using Patch() instead, you can just copy the Attachments data card and paste it onto your screen. Then just Submit() that card. If you don't want to store the attachment as part of your record, you can upload the file from Power Apps to a SharePoint document library and then email or otherwise send the link to it. I cover that is in this video: ruclips.net/video/WnWe3prlmoo/видео.html. I hope this is helpful. This video on creating reservations in Power Apps and SharePoint might be of use too: ruclips.net/video/sPYZ4ifTzjs/видео.html.
@@jeffrhodes, great, thank you for the information, it is very helpful and informative! Thanks
Hi Jeff,
I have created the group form and the flow. My Flow is successful until the attachment part. I don't know why the Fila Path in the "Get File Content Using Path" question is not giving me the path for shared document library of the SharePoint group. That is where I am currently stuck. Any help????
Did you check that the attachments themselves are going to SharePoint correctly? And then copied from the Flow results and generated the JSON from Sample (14:40 - 16 min in the video)?
Hello Jeff. Great Video. Everything I have searched for was using attachments from OneDrive and not a SharePoint Document Library. But the end results are the same. No matter which path I follow, when I get to the "Get file content using path" it always fails with Status 404, Message "File not Found
clientRequestId" The form puts the attachment in an IT SharePoint site which is used as the Site Address. Then the path to the file /Apps/Microsoft Forms/Per Diem Request Form/Question/ is correct and the Parse_Json name at the end. The result it to put the form in a list on a different SharePoint site. The other information does display on the new SharePoint site in the list. At a loss.
Thanks for the nice words on the video. I would try selecting the actual file name and NOT using the name parameter that you get from the Parse JSON (around 19 min mark in the video) and see if it works for just that one attachment. If so, then the issue is in concatenating the path. You might put that path in a variable and then look at that with the Output action in the Run History. Hope this helps a bit.
Hi Jeff. I created a List in sharepoint and my uploads that are PDF format are not able to be opened by clicking on the hyperlink. It I click on the hyperlink I'm prompted with editing the file instead of it opening the file that was pdf when it was uploaded? How can I fix this so the hyperlink opens the PDF? Thank you
I just tried mine and PDF attachments open in a new browser tab. Maybe look at what app is associated with PDF? If you are in Chrome and PDF is associated with Edge rather than Acrobat, that could be an issue.
Great video! If I use this method, will the files from my one drive fully move to share point or just replicate the data in two places?
Thanks for the kind comment. If you are using a personal form, then the original attachment will still be in OneDrive. If you are using a group form, the attachment will be in the default document library for the SharePoint site associated with that team. So it doesn't move the file but rather copy it to the SharePoint list item. Hope this helps.
@@jeffrhodes yes. Thank you very much.
Hi Jeff
Thank you for the above guide, I want to merge multiple excel files existing in share point document folder to one Master file and each time new file is updated in share point folder Flow need to pick up the latest excel file & copy to my Master file. Can you please help.
I have not updated an Excel file with Power Automate. So I'm not more help than searching online. If you are reading the files via Power BI, you might consider merging the individual files within Power BI to look like one data source rather than trying to update a master Excel file.
It is great only one more request. I want to send and email with all the contents of the form. I can get everything to work except emailing the attachments. I believe I need to go into the advanced option and on attachments switch detail inputs for and array, just not sure which field to add.
Thanks for the kind words. I have another video that should help with emailing the link to the attachment. That is preferable from a security standpoint. ruclips.net/video/WnWe3prlmoo/видео.html
Just followed your video. However, there's an error message. "Action 'Get_file_content_using_path' failed".
This could be an error in formatting your file name (around 18:30 in the video). Try hard-coding a path first and then look closely at your variables. Hope this helps!
What happened if the attachment is not included on the form i am getting error message from Parse JSON how can i stop it please. InvalidTemplate. Unable to process template language expressions in action 'Parse_JSON' inputs at line '0' and column '0': 'Required property 'content' expects a value but got null. Path ''.'. any help
That's the intent of the Condition (around 12:40 into the video) where we check that the upload value is not equal to NULL (blank). You will want to make sure you have that condition and only try to parse if there is an attachment. Hope this helps.
@@jeffrhodes thank you so much I managed to sort it out! Everything is working perfectly fine and how can I get auto reply once I submit my Form. Saying one of the team will get back to you ASAP
@@studiotech6194 - That's great news! On the email response, the easiest thing is to check the "Get email notification of each response" box in the form settings. But you could also do that via Power Automate.