Save Microsoft Forms Data and File Uploads to SharePoint After Approvals via Power Automate
HTML-код
- Опубликовано: 13 май 2024
- Welcome to my tutorial video on efficiently managing data from Microsoft Forms, including handling multiple file uploads, and seamlessly integrating it with SharePoint using Power Automate for an automated approval process.
In this video, I will walk you through the entire process, from setting up the Microsoft Form with support for multiple file upload questions to creating a robust Power Automate workflow that triggers when a new response is received. I'll show you how to query OneDrive to access file content and metadata, and then send this information as attachments for the approval action.
Once the approval process is complete, I'll demonstrate how to save the Microsoft Forms response directly to a SharePoint List, and how to store the uploaded files as List Item Attachments. Additionally, we'll keep the form submitter informed throughout the entire process, including sending file uploads as email attachments for their convenience.
Here's what you can expect to learn in this video:
✔️ Setting up Microsoft Forms with multiple file upload questions.
✔️ Creating a seamless Power Automate Approval workflow to efficiently manage MS Form data and file uploads in SharePoint.
✔️ Handling scenarios where file upload questions are left empty.
✔️ Keeping form submitter informed with timely notifications about the approval or rejection status.
Join me in this step-by-step guide to streamline your data and approval processes with Microsoft Forms, SharePoint, and Power Automate.
🔗 My Power Automate Approvals Playlist - • Flow Approvals Cookbook
🔗 My Microsoft Forms Playlist - • Microsoft Forms
⬇️ Download Microsoft Form & Power Automate Approval Workflow showcased in the video:
Exclusive for Channel Members (Silver 🥈 & Gold 🥇 Club)
Find the download link in the Community Tab for Members.
To become a member, click here: ruclips.net/user/rezadorranijoin
#microsoftforms #approvals #powerautomate #sharepoint
Table of Contents:
00:00 - Introduction on Streamlining Microsoft Forms Data to SharePoint with Power Automate Approvals
00:39 - Creating a Microsoft Form with Multiple File Upload Questions
05:11 - Building a Power Automate Flow to Automatically Send Email Notifications with Attachments Upon New Form Responses
15:00 - Initiating a Power Automate Approval Workflow for New Microsoft Form Responses with Attached Files
20:34 - Handling Scenarios in the Flow When No Files Are Uploaded in Microsoft Forms
23:24 - Saving Microsoft Form Data and File Uploads Seamlessly to a SharePoint List using the Power Automate Approval Workflow
29:25 - READY to subscribe to Reza Dorrani’s channel
🤝 Let’s connect on social:
🔗 Reza Dorrani LinkedIn: / rezadorrani
🐦 Reza Dorrani Twitter: / rezadorrani 
Наука
I always enjoy your videos. This opens up a lot of possibilities! I like forms, and now I have so many ideas on how to incorporate forms into more daily tasks. Thanks Reza!
Awesome! Thanks Nick.
Im happy to hear that this is useful.
Reza, I am glad that I found your channel. Your teaching is no bs and practical. Keep up the great work
Thanks
Amazing video Reza! Easy to follow, every complete and helpfull!
Happy to hear that!
This is awesome. I was struggling with attachments for email vs approval. This is the video I was looking for. Thanks for all your videos.
Most welcome
Wish this video would have came out 2 months ago. I probably spent 6 hours on this before I figured it out then. But as always, great content Reza.
No worries! Hopefully it helps more people
Doing the same thing (but with a Power App front end - not MS Forms). Hopefully using "Patch" for attachments will be a bit easier. I always stop everything to watch these. Always extremely helpful. Thanks Reza 💥💥
Most welcome
This video is just a pearl of great price, thanks for your contribution
Thank you @Reza Once again, the video was excellent, providing practical and applicable examples.
Awesome! Thanks for watching
Your Videos are very helpful for me right now, Thank you!
Glad to hear that!
@Reza: Every time a pleasure to see these videos, thank you very much
You are most welcome
This is great! Thank you!
Most welcome
Great video, thanks for sharing sharing
Thanks for watching!
very helpful thanks a lot! starting the year right!
Great to hear!
my question rn is how do i now transfer the approved files from the list to a document library? @@RezaDorrani
Thank you Sir very helpful for me. This make me join as a member.
Always welcome
Very good, great content. THX 🙏🙏
Glad you liked it!
Thank you, Reza.
Welcome
Nice work Reza, I tried it with a co-pilot and i got exactly but with a different step, it build the variable and the expression for me
Thats nice to hear
Thanks for the great work Reza.
1. How can we just send back the request to users asking for additional information rather than rejecting it. Don’t want our users to submit multiple responses. (Wants to send back and forth)
2. If we want to forward to another person for approval how can we do? Example if the users manager is Out and wants to forward to managers manager for approval.
1 - There is no back and forth in forms. There is a new option to edit but that's not something I have explored.
2 - I have done a video on that. Its automated fwd if user is OOO. Check my approvals playlist.
THANK YOU VERY MUCH
Most welcome
Hi Reza, amazing video - all steps explained perfectly
Is there a way that the email be sent to a particular person based on the person selected on the MS Forms?
Thanks!
I dont think that MS Forms has a person selector option.
Reza, so happy to see an update on this topic. I have a question though: When I add the response id in get response details it forces me into a for each loop. Any idea why or how to prevent that? As always, thanks for the great videos!
Check ruclips.net/video/0Tvs9VLcQ3g/видео.html
Got it! Thanks! "Split On" section for anyone wondering!@@RezaDorrani
Hello Reza, Thank you very much for all this information. Is there any way to contact you for additional questions?
Most welcome!
For questions related to video, RUclips comments is the best space.
Beyond that I do not offer 1:1 consulting.
Nice video Raza
Thanks
Hi Reza, a great video thanks. However, I'm getting stuck on the third step (7:08) with an error saying 'No Dynamic Content Available". Is there something in the first two steps that may have changed since you first made this video that is blocking Dynamic Content?
Im not aware of anything that has changed since I made this video.
I have not come across this issue and hence not sure what the cause could be.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Good evening, Reza. I've watched a number of your videos - they have been very helpful for learning the power automate basics when designing workflows for my firm (I'm a CPA learning this on the fly). Can you point me to a video in your library that would help me for when I want to attach a link to a submitted Microsoft Form within a "start and wait for approval form" that is hosted on a global admin account? The form is accessible by individual 365 users on our Sharepoint intranet to fill out and submit, which triggers a "start and wait for approval form" workflow. I have the workflow mapped and working, but the link in the workflow will not direct to the results of the submitted form (an URL not found page comes up when clicked). Any suggestions would be appreciated. Thank you.
Most welcome and thanks for watching and learning from the videos.
I do not have a video reference for the link scenario. I would recommend checking or posting your query on forums in case someone has done something similar
powerusers.microsoft.com
great video. the only issue I have is it being in a One Drive. For team environment, thats to risky. So I always build the form from a Teams/SP site. The slightest change here is getting the id, you literally have to paste that id from browser to load it. Team forms will not show on forms drop down. Doing this and sharing ownership of the PA should increase resiliency
Thats how teams forms works.
I have done a video on it already - ruclips.net/video/K-hiDOPAG-4/видео.htmlsi=VeQTQEqiQmog256v
Another great lesson… I have a customer that does not have actionable email configured in their government tenant. Are there any work around to allow users to take actions directly from within outlook?
Thanks!
I am not aware of any workarounds for actionable messaging in emails.
We use "send with options" to allow users to have clickable responses in email for the same reason. We don't have actionable emails allowed.
@@MrAirtaz Makes sense but that is not an approval action.
@@RezaDorraniI guess I don't see the difference. You use the response from the clicked option in the email in your flow and change your status field accordingly.
@@MrAirtaz An approval action can be responded from teams, approval center, mobile app and email.
Anyone could lose an email or mistakenly delete it.
hi there, Great video...learning a lot. I tried it, however, my images show up on an email with a long file number and not open. any ideas?
I have not come across this and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
It's Nice work...Rezo I have a doubt that can we create list items from excel fast for large sets of data using SharePoint http connector....that if we have 5000 rows and 10 columns it should be done with 10 to 12 minutes like that.
Welcome!
This video is not about excel data load :)
Explore graph api for excel. There are ways to do it faster there but something I have not explored.
@@RezaDorrani Yeah know that this video is not about excel data load but just making some ideas of that😅😅
I have a question in regard to PowerApp capability: a home screen that you can view/edit multiple sharepoint data list. For example, data list named: idea1 and idea 2, and each data list has the same control number. When you select the control bumber, the data entered in idea 1 data list will show, and data in idea 2. You can also click on that idea 1 entry to view/edit of all the data detail. Similar to data gallery but it is for multiple data list rather than just one data list. Is it possible? If so, would you be interested to do a video tutorial on that?
I make videos when I receive multiple requests on a topic. Every quarter I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Hi Reza, i know my ask is different, may I have some solution to handle a list with 150 columns and more than 7k row using power apps. Actually its showing an error of column threshold. Thanks for all such awsome tutorials.
The ask is completely different from the video :)
Power Apps can handle large lists - check my delegation videos
Column type threshold limit cannot be changed - This video will show the must know things - ruclips.net/video/AkyW8cWDVoc/видео.htmlsi=1CG98oYx4bEZC2uO
@@RezaDorrani thanks
Thanks Reza, good example. But this only works for MS Forms with authenticated users. If you allow anonymous responses you cannot ask for file uploads. Do you know why this is?
I clearly called it out in video :)
File upload is only for authenticated users.
Hello, in this example you added files uploaded as attachments to a sharepoint list, right? If so, can i use the same method to add an email sent to a specific mailbox in a Ticketing System to add that email as attachment to the list? Thanks.
This video is all about taking form attachments to SharePoint. If you attach eml file to form attachments, it should save that as well.
If you are looking to get email file and then save to list attachments automatically - I do not have a video reference on it.
@@RezaDorrani will try according to your guide. I want to add the email that was sent to a shared mailbox as attachment to a sharepoint list item that is created when the mail arrives via power Automate, and after i have another flow to add any replies on that email to the same item in sharpoint but is of type MultiLine Text, i believe that adding as attachment will be more elegant. Now i am stuck with another thing, filtering based on a selected value in TabLists and sorting by ID in a Data Table preview control.
@@sitecraft_ro I would recommend posting your issues/queries with screenshots on forums at powerusers.microsoft.com
Hi Reza!
I'm trying to build an app, where Edit form should contain editable data table/gallery inside it, so that when new user create a request he should have new data table created inside the form. Please advise me on how I may accomplish the same.
Thanks in advance.
The video is about flows and forms not apps :)
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Thanks for the quick response@@RezaDorrani
At 25:52 type property should have either 'supporting documents' or 'images' as declared in the select actions, but how you got the type of the file (.pdf,.doc,.xls etc....)
type property only gives 'supporting documents' or 'images'
I am also performing action to get file metadata. Thats where all the info comes from.
Hi sir, is it possible that to attached or send files, while approving the request?
Not an option
Hi Reza, I have a question, if in my form I have enabled the option "Allow respondents to save their response" and "allow interested parties to edit their responses" when resending a response adding a missing attachment, it no longer performs the approval and does not is added to the list, is there a way to solve this?
It wont because the video scenario only covers new forms not editing. Editing is not an area I have investigated in.
How would the "Empty" work if the uploads are going to a sharepoint list? I do not see an option to view the array in the "add attachment" function?
Nevermind. I wasn't closing the parenthesis after the null. Went back to look at it and read it in IF statement order. Terrific videos.
Thanks
Hi Reza, i have tried to use expression "items" on the action "select data" but it always said that the expression invalid. Could you tell me why?
Hi Aries,
I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
How to rename with submitted file attached after being approved. Could you help to guides it?
I would have to try it out to know the steps.
I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Hi Reza, I'm not sure if there is an update or glitch but it seems that Get Response Details > Response ID is no longer an option. Instead it gives "List of Response notifications Response ID" that automatically turns into a "For each". I tried to run the flow this way but it doesn't work. Can you tell me how to get the old dynamic response id back or how to work around this? I would greatly appreciate it. Thank you!
This is probably an issue with the new flow designer. Go to trigger action, go to settings for trigger action, turn on split on and set array to @triggerOutputs()?['body/value']
thank you so much. I will try this.@@RezaDorrani
@@kenellem.6233 Check ruclips.net/video/0Tvs9VLcQ3g/видео.html
I did this, but select no longer allowed for dynamic content, and "send an email" would let me select for dynamic content but wouldn't allow it to save. Am I the only one having this problem?@@RezaDorrani
Never mind--best is to switch to classic view.
I need help..
I have created a Microsoft forms and the response is sent to teams. My problem is within the responses, there are some questions were the responders leave blank. But when the teams message comes in, the blank question also shows. How do I filter it to show only if there is a response? Could you show step by step in power automate?
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani Please make a video solution
@@paradise2750 I have no plans to make one on this scenario. I have many
video ideas lined up that I am working on
Hi Reza! I was really curious about all the new features for Power Automate released in MPPC23. Can you please give it details it will be really helpful.
Announcements were around new cloud flow designer and copilots.
I have already done videos on it.
ruclips.net/video/-AQ_lcpaRec/видео.htmlsi=o194tTADiY70ufzT
@@RezaDorraniThanks for replying ❤ I did see the video but was just curious if any more features were released 🤘. Thanks again for always sharing great content. Big fan here 🙌🙌
@@UBOTSYT most announcements are on power Apps blog
@@RezaDorrani Roger that!
There's somethigth that im not doing well. But when i receive the attachment its size is 1kb and is unable to open. 😢
I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
I am trying to replicate this but using Get file content from Sharepoint as the form is a group form. If I use "Get file content" the flow fails because "file not found" and if I use the action GetFileContentUsingPath, I get error "empty path given". Please assist
I have not come across the mentioned issue and hence not sure what the cause could be.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
In the approval email, Is it possible to make comments in case of rejection?
Check the video again. I do show comments being entered for rejection
@@RezaDorrani I should have framed my question properly. My intention in this question was, is it possible to make comments mandatory in case of rejection?
@@anjanchidige Currently, there is no option to make comments mandatory in flow approvals
In Select action, In from field No Dynamic Content is available. How to add? Please help
I have not come across this issue and hence not sure what the cause for it could be.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
how to enable anyone can respond button(when sharing outside org it asking please login )i just want without login fill the form is it possible can you share any link are steps Thanks . Reza
You cannot share form external with file upload control
without documents images can we share outside org
@@kamalakarreddyuppala3772 form is for data entry. Docs include images and files
@@RezaDorrani Thanks Reza
Hi
Can you please add a example with list of text and images?
Like the following:
We have a word file (storred in Sharepoint) the document has tags product text and product image.
Aand then we have a Sharepoint list with columns "productText" and "productImage"
The flow then make pdf , each row corresponds to one pdf.
(To be frank, the biggest issue i have is extract the image, the text is easier)😅😊🎉❤
I make videos when I receive multiple requests on a topic. Every quarter I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Thanks a lot Raza, I have been trying to fix the null issue since last 4 days which you have resolved only 4 mins 😊
Happy to help! The main reason why I started working on this video was the null issue :)
@@RezaDorrani Just a question- I want to give a link to the filled form to the approver.
@@9017121671 I am not sure if they would get the access along with it. Not sure if that's an option. I have not explored it.
Hi Raza
I have been using the same method but unfortunately getting the below error in start and wait for approval connector-
AttachmentContentNotValidBase64String
Video description has link to download entire solution (members only - check description for details)
I have used - base64(body('Get_file_content')) and it’s working 😊
I can’t thank you enough for quick response.