How to save Microsoft Forms Responses & Attachments to SharePoint Lists or Libraries & Send Email
HTML-код
- Опубликовано: 28 апр 2024
- This video is a step-by-step tutorial on how to leverage Power Automate flows to save Microsoft Forms Responses along with the attachments (multiple file uploads) to SharePoint Lists, SharePoint Document Libraries, SharePoint Folders & Send Email with Forms responses and attachments.
I will showcase how to create a Personal Microsoft Form & a Group Microsoft Form with file upload options and walkthrough steps of creating Power Automate flows to save the responses and the attachments in SharePoint. I will also showcase how to send Microsoft form responses in email along with the attachments.
I will also show where Microsoft Forms Attachments are saved. We will leverage Power Automate to query the saved Forms attachments which would either be in OneDrive for Business or SharePoint depending upon whether it is a Personal Microsoft Form or a Group Microsoft Form.
This Power Automate Tutorial Video covers the following:
✅ Create Microsoft Forms with File Upload
✅ Save MS Forms Response & Attachments to SharePoint List
✅ Save MS Forms Attachments to Document Library
✅ Save MS Forms Attachments to Folders
✅ Send Group Forms Attachments & Response in Outlook Email
⬇️ To download the Microsoft Forms, flows and JSON Formatting sample for SharePoint List showcased in the video:
github.com/rdorrani/Microsoft...
📽️ Flow to save Microsoft forms data to SharePoint - All column types - choice, multiple choice, numbers, etc.
• Power Automate Microso...
To learn about flow expressions:
• Power Automate flow Ex...
To learn about list formatting:
• SharePoint List Format...
Renaming Microsoft Forms Attachments:
• Handling Forms file up...
#MicrosoftForms #PowerAutomate #SharePoint #Email #Outlook
Table of Contents:
0:00 - Introduction to saving Microsoft Forms data to SharePoint using Power Automate
0:33 - Build a Microsoft Form with File Upload Option
4:40 - Save Form Responses in SharePoint
6:19 - Flow to Save Forms Responses to SharePoint List
9:56 - Save Microsoft Form File Uploads to SharePoint List as Attachments
14:42 - Multiple File Upload Questions in Microsoft Forms
18:17 - Microsoft Forms File Upload to SharePoint Document Library
23:36 - SharePoint List Formatting
25:30 - Microsoft Forms File Uploads to SharePoint Folders
28:02 - Send Group Forms Response in Email
29:38 - Send Forms Response & Attachments in Email
34:31 - Subscribe to Reza Dorrani channel
🤝 Let’s connect on social:
🔗 LinkedIn: / rezadorrani
🐦 Twitter: / rezadorrani
Another great video, Reza. This time, I actually created everything alongside as I was watching it. That hands-one practice actually embeds the knowledge even more as I've discovered. A strange thing I noticed though..... With the Training Survey Form (From a Group form), The Flow seemed to work only when I upload either an Image or PDF File. Once I added a Word or Excel File, it fails at the "Get the content using path" action... giving a file not found (404) error. it finds the image, PDF but couldn't find the Word/Excel file. What could be causing that? In the demo, you uploaded PDF's so you may not have noticed it or, I may be doing something wrong?? Will be interesting to find out your thoughts on that. Thanks again
You are spot on. It does not work for certain file types.
Here is the fix.
Use "get file content by path" SharePoint action.
And for the path use the following expression:
concat('YoursiteURL/Shared%20Documents/Apps/Microsoft%20Forms/Training%20Survey/Question/',item()?['name'])
YoursiteURL - Your SharePoint Site URL
Training%20Survey - Form Name
@@RezaDorrani What a relieve!! Stayed on it for a few hours just trying to figure it out until I tried the file combinations. I just thought I was missing something. Thanks for confirming.
@@dougydoe Thank You for highlighting this!
@@RezaDorrani I tried the fix and this time, the Flow seems to be in perpetual "Running" mode. Was in that state for over 12min so had to cancel it. The files being uploaded are way below the Max size limit for each file as well.
Just to reiterate; the concat(......expression) you provided as the fix should be the File Path's property value in the "Get the content using path" action within the Apply to each action, right?
@@dougydoe Max file size limits are hard limits and cannot be exceeded.
The concat does not have any file path.Its your hardcoded doc library url and name of file which is dynamic.
I'm not the kind of person who is used to like and comment on videos but I had to surrender myself to this one because it helped me to solve a big problem related to this topic. Thank you very much for share this content we us!!! Like the video and follow you is the least we should do!
Thank You so much for the appreciation!
Great stuff! Your use of expressions to streamline the process is beautiful. As much as I practice, I really struggle with writing complex/compound expressions and nearly always resort to using a bunch of compose actions with much simpler formulas. Also, thanks for linking to my video on manipulating the file name to remove the submitter's name.
Thank you very much and your video on file naming is very good!
Great Videos from You both, Mates. Does @Chad's method also work to get rid of the wild Filname before the actual Filename? The attachment in MS Lists has the original Filename but in de SP Documentlibrary its kind of wild. Just as seen here: ruclips.net/video/K-hiDOPAG-4/видео.html in Minute 25:27
Also i am trying to find out, where exactly i need to put in the "Parse JSON"-Function in Rezas Workflow. Thanks so much for all your help.
Another awesome video! This is very similar to my current project, so your timing is impeccable! I am doing a faculty appointment form where the user has to upload verification documents. I added branching and a final document upload at the end. With this video, I can now go back and add multiple file uploads. Thank you so much!!!
Glad it was helpful! Thanks for sharing your scenario. Good luck!
Thanks for all your videos! You have helped me so much in my career. This video ended a long search for a resolution of why my data wasn't uploading to SharePoint for all of my sites when they didn't add an attachment! You're the best! Keep them coming!
Thank You so much!
This is THE best tutorial on how to handle Forms attachment in List. Thank you so, so much. I had spent countless hours trying to understand how to deal with optional or multiple Forms attachment, and this made it super easy. I managed to have the 4 different optional file uploads from my Forms saved to my List. Thank you, thank you, thank you!!!
You are most welcome Veronique!
Thank You so much for the awesome feedback.
Means a lot.
Hello, can you please explain how you did this? Did you add 3 more fields for the respective documents in the condition? I have a document MS form with three different file upload dialogs and I'm having trouble realizing it.
Thanks ;)
@@plcoin3355 same question here how to handle 3 or more document upload question :)
So timely. I spent time doing form attachments to both lists and email (in an approval request) but where mines was heavy at processing each attachment , including checking if null, Reza's code does it in 4-5 steps as opposed to mines which was 4 steps for each file processed. Guess whose spending time tonight to optimise his flow.
Reza , you're brilliant.
Thanks for sharing your scenario, Manish. So glad to hear the technique showcased in video is effective. Good luck with improving your flow :)
Best tutorial for handling attachments. Reza has thought of many different scenarios and has clearly shown how to handle each one. Bravo!
Glad it was helpful!
Clearly not excel attachments though 🙄
Easy explanation of many different use scenarios, much appreciated.
Glad to hear that! Thanks for watching.
What a fantastic video!! A genuine masterclass. Clear, structured, each grows on the next. The way you construct the flow is very intuitive - others say, "I'm going to create a variable, you'll see why later...". You say, "I need x but hold on, I need to loop through, so first I need to create a variable". This is far better for newbies that don't have that foresight yet. Brilliant! Quick question: in the Additional Documents demo, you created a condition to check whether Additional Documents was null before proceeding. Why not simply create varFiles and then append both Photos and Additional Documents to it? If the Additional Documents array is empty, it won't append anything to the varFiles array. No need for the conditional branch?
Thanks You for the awesome feedback David.
Your point on the array being empty is right. I did a video on it earlier however for some reason the flow does not accept an empty array when calling the SharePoint actions. Hence those checks in the code.
Hey @davidadams421, can you please explain how you mean that? I have a document MS form with 3 different file upload dialogs and struggle with the logic.
Thanks ;).
@@plcoin3355 Wow, this was a while back! I've slept since then!! If memory serves, in Reza's demo, he populated an array with a list of files, then checked whether additional files existed, if so, added them to the array. My point was he could just add everything to the array without the check, however this wouldn't work for the reasons he mentions.
Bro you're the best
Thanks bro
Thank you SO much! This has been one of the most simple ways to do this. Other articles on the internet are much too complicated and I've used this many times. Thank you again!
You're very welcome!
The reason I made this video were the other articles :)
Spent half a day trying to get this working with other vids, only took 15min once I found yours. Bravo sir!
Perfect!
This was really helpful. Just getting started with Power Automate etc. and Reza laid it out very clearly, especially the attachments part which was really complex in some examples
Glad to hear that
Thank you Reza, once again you have successfully shown me how to solve a power automate puzzle where many others fail. I should have known to check your channel first. I am grateful for all the help you so generously provide. 🙏
Most welcome
I watched this in 1.5 speed and bang! I got more than I asked for. Fantastic tutorial! Thank you!!!
Thanks Jay
This is unbelievable. I did a Google search for "microsoft forms store data from responses". This is the first returned video. It is crazy that this process is exactly what I needed. I have never had the first returned video ever be the perfect video for my needs. Wow. It covered both of my use cases - storing responses to my OneDrive and for a Group SharePoint. Thank you so much!
Thanks to Google :)
Glad to hear the video covers most scenarios. Thank You so much for watching.
Thanks so much! Solved an afternoon of troubleshooting in 10 mins!
Great to hear!
My goodness! Another dynamic video! I learn something every week from you, Reza. Please keep the videos coming.
Thanks so much.
Video description has link to download sample flow. Give that a try.
@@RezaDorrani, I did figure it out. Thank you so much.
Thanks for this. I needed some quick help to show me how to handle attachments, so I had to skip to the relevant parts. But it was exactly what I needed. Awesome!
Glad it helped!
Your a star and make it look so easy, mind you I have used a lot of your videos to get my head around things. So well explained and thank not just for this video but all the others, please don't ever stop we need you
Wow, thank you! Il try my best to keep going!
Worked like a charm, Reza thank you for all the time you put into these videos. You are a champ.
You are most welcome. Thank You for watching.
Thank you very much! Great explanations, and the walk thru was the perfect pace! You've saved me yet again!!!
Most welcome
Thank you reza, all your power automate tutorial is really helpful. The least I can do is subscribing and giving like. Cheers
Hey, thanks so much.
Appreciate the sub.
Amazing. it's been a while since I've had a very deep and thorough tutorial. Nothing like this. good luck to you sir and thank you!
Thank You so much for the amazing feedback.
Following this tutorial made me do a happy dance every time something worked on the first try 🎉 thank you Reza!!
You're so welcome! Makes me happy to know that the video is helping others
You always be the best teacher for me , Thank you again
Thanks so much
Thank you so much for step-by-step explanation! I was looking for the same use-case. Thanks again!! Great Content!!
You’re most welcome
Amazing video - It's so great to learn the way you explained the smoothness while creating so many loops in power automate. I have a similar kind of task to link MS form (with almost multiple branching questions and almost 10 attachment questions comprising of 48 questions) to azure in a way that I can create work items directly per the responses received. thank you for this video it is quite beneficial.
Glad it was helpful!
Many thanks indeed Reza. I the begining I did not like very much your assertive way of speaking, but after getting used to it, your clear ste by step approach has help me a lot. I have seen many other power automate youtubers, and none of them was able to explain as well as you just did, following each step clearly, moving the scree slow enough to capture the formilas!!, just great!! Yes please if you set up a training portal, just le me know, happy to join!!
Thank You Emilio for the excellent feedback! I will try my best to get rid of that assertive tone. Hopefully improving video by video.
Check channel memberships. I have gone live with a training tier that you can sign up for now.
ruclips.net/user/rezadorranijoin
@@RezaDorrani Actually, I like this manner of expression (or "tone"). It is very focused on the key concepts that one needs to grasp, making the video concise yet fully edifying. It is quite evident that Reza invests a great deal time and effort in preparing each video, so that it demonstrates and conveys exactly the critical points necessary in the most economical way. This is in contrast to some RUclipsrs in this topic (whom I shall not name) who make videos where they babble on and on with low-value chit-chat for over an hour and just waste the viewer's time.
@@EMiller500 Thanks so much. I wish I could share how seriously I take each and every video I put out. My goal is to give value to the listener for every minute they watch.
Spend hours editing to ensure there is no fluff.
As always Reza there are nuggets of information i hadn't even thought of. Thanks so much !
Awesome! Glad to hear that. Thanks for watching.
Brilliant, thank you. It's taken me hours to try and do this. Without your help I couldn't have done it.
You are most welcome!
Man, you are a diamond! I love your videos. I would like to hear you advise on a topic on a case, however I am aware that you are most probably very busy. All the best for you Reza!
Thanks so much.
Busy - Yes.
As long as the question is around the video, feel free to post it here.
@@RezaDorrani I would like to have your opinion on a ticket system that I want to build almost like you. Each ticket/form should contain all informations for a material. A reviewer will either accept, reject the form or set it to status pending, because further information is needed for this form. Now my questions:
1. How can the requestor give the reviewer the information, that some of his requests (tickets) belong together?
2. Is it possible to create a MS form template or a copy of an older filled out form, where a bunch of fields are already filled out to make the filling out of the new request easier?
3. How to collect the missing information for the ticket, that is pending and how to connect it in the SharePoint list in order to have a history?
Thank you for your response in advance!
@@michael_wellington This is more of project requirements :)
I would recommend posting your queries one by one on forums powerusers.microsoft.com
@@RezaDorrani Thanks dear!
a year leater, it still works. Thanks!!
Glad to hear
This was perfect and solved my problem. Very easy to follow! Thank you!
Great to hear!
Fantastic job with this video! Very helpful! Thank you!
Most welcome
Excellent tutorial. Thank You!
Most welcome
Amazing! I appreciate your video and taking the time to show us. Thank you so much - it worked perfectly!
You're most welcome!
your content is golden and scary comprehensive. you are god send my friend !
Wow, thank you!
wonderful step by step video, everybody is able to follow, even me!!!! thanks so much
You are most welcome! Thank You for watching.
@@RezaDorrani please, keep on creating such great videos. Thanks
@@valeriafilolungo2187 I will keep trying my best
I wish I could give you more upvotes. I automatically upvote your videos as they start because I know I will learn something.
Wow! Thank You Grant
Amazing Video thank you, you helped me alot!
Glad it helped!
Wow rezza. This video is kinda like a lemon cake for me. it's delicious. I'm so impressed. You're a genius
Wow, thank you so much!
Thanks for sharing 🙏 As always a ton of great tips and clear guidelines.
Glad it was helpful!
You are blessed.
Thank You
These videos are perfect. Thank you so much
Glad you like them!
You Reza.. you are a genius... !!! Super fan of yours..!!
Thanks so much
Reza, You are a rock star. This video really helped me.
Happy to hear that
Awesome video!! Very helpful. I am just learning this stuff. Thank you!
Great! Thanks Mark.
Wish you the best in your learnings
Excellent explanation
Thank You
Thanks a lot for your excellent video!
Most welcome
Reza, you are amazing! You continue to impress :)
Thanks man
Awesome video as usual🤝. Big fan of useful hacks that you cover in your content (providing link of document using list formatting , just excellent !!) - THANK YOU
Glad you like them!
I learn much more knowledge for adapt and improve my work. Thank you and please more clip!
Thanks so much. A lot more to come!
Thank you for this video. Very helpful.
Thank you for this great video, very helpful.
Most welcome
Very helpful. Thank you,
Glad it was helpful!
Awesome! Thank you so much for this guide...
Most welcome
Reza actually inspires confidence and trust. When autoplay is on and I come across one of his videos, I know to put my food down and pay attention.
Thanks so much. I hope to keep working hard and provide valuable content. Its all about maintaining the trust.
Super helpful video, thank you!!
Your most welcome
Great instructive video as usual - one issue with myself though is that when I select the template to create the flow I don't get the same template as you - it doesn't have the 'Apply to each' section?
Video description has link to download sample flow. You can try that.
Thank you, this was so helpful
Glad it was helpful!
Thanks again! You’ve got very good kit!
Most welcome!
Excellent Reza, your content is awesome
Thank you so much!
Great! Thanks!
You're welcome!
Reza… you are awesomely awesome!!!
Thanks so much 😊
Thank you for sharing information.
Most welcome
You are super, man! My hero!
🦸♂️
Super reza fantastic idea 💡 👏 👍 👌
Thank you! Cheers!
WOW! This is exactly what I have been looking for! I have never really worked in PA before and this was my first go at it, for a work project! it worked absolutely brilliantly, had to make some alterations to suit my needs but your general explanation of what was happening and why enabled me to work through those tweaks i needed to make without issue.
The only problem i am getting and I'm hoping the community are able to assist is creating the view files folder link. I have created to the document library, copied the code across changed the URL. I can see the files on the docs library but when i click on the view files link to view the filtered results i get the error the following error:
"The specified view is invalid. The specified view might have been deleted or you might not have permission to view it. Contact the site owner for more information."
I created the site and I can view the documents library with the documents in it but the filtered view is stumping me as to why it's not working. Any insight or things to try would be really appreciated. Been researching but not found anything useful so far.
Have subscribed and will be keeping an eye out for more fantastic content!
Thanks for liking the video and subscribing to the channel.
I will have to look at your flow in action to know the cause of your issue & provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
I'm having this exact issue. Were you able to solve it?
I am having the same issue any solutions?
I managed to resolve this issue:
1. I copy and pasted the entire docs library link (up to aspx?)
2. In the code, you need to update the final text line to FilterField4 - number 4 as this is the column in docs library that will be filtered on. If you've rearranged the columns just adjust accordingly
@@BlaiseNBA1 I have tried this and I am no longer seeing the same error as above. However, my document library is not filtering down the ID it just shows all items, any ideas?
thank you so much this was a great help
Most welcome
Thank you for this - very helpful.😁
Goad to hear that! Thank You for watching.
Thank for sharing. One of the best. keep it up.
Most welcome
Super information to use. 👍
Glad it was helpful!
Thank you. Great video.
Thanks Adam
Brilliant Stuff, Thanks Reza
Thank You
Correction 24:30, when you paste the link of your doc lib into the code provided for View Document column, also change the "IncidentID" in the link with the column name you given into your doc library for referencing.
Thanks for the tip
Yes, I was using "problemID". Just replaced and all performed well! Thanks, Reza!
You sir! Got a new follower
Thank You!!!
Hi Reza, I always find your tutorials so helpful and this is yet another one that is excellent. I've followed all the steps and everything is working perfectly, except the one item where I cannot get the View Documents column to only open the documents that are related to that specific submission. Do you possibly have any guidance as I've copied your JSON.
I will have to look at your JSON/ scenario in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@dierdre
Have you found a solution for this?
Awesome video as usual, great effort 👌
Thank You
Another great training video, well done Reza! I would like to ask you a question. Is there any way to collect form name / form ID and save it to Excel table or SP list related to answer? I am building a flow where responses from many forms that are structured the same are going to be saved in Excel. I'd like to have them in that table with information about the Form name they come from. Thank you!
Flow works for 1 form. Many forms means many flows.
You could always add the form name per flow when posting data.
This is amazing. If only MS Forms allowed "external" users to submit attachments. Huge limitation. Any workarounds would be greatly appreciated
Thanks!
I am not aware of any workarounds to allow external users to submit attachments via MS Forms
This video is fantastic! 👍🏻
Quick question: how do I get the files into a folder for each month, rather than 1 large list within the doc library
I do not have a video reference on this scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
4/9/2024 this flow still work well. Thanks for your video, Reza
It stood the test of time
Bro you are a genius
I was so excited when it worked as I tried it out.
😊
👍
That was brilliant, than for sharing.
My pleasure!
Thank you this is very helpful 😊
Happy to hear that. Thanks for watching.
Great video !
Thanks
Congrats on the channel!! it has been very helpful!!
Quick question, how can I pull additional data (from the user) from Active Directory ( ID, location, Country, etc.) and store it on the SharePoint List?
Thanks for watching and liking the videos on the channel.
You can use flow and query AD using Office 365 user's connector to pull the data.
I do not have a video reference on this scenario though. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Thank you!
You're welcome!
Great this worked perfectly for me :)
Great to hear!
Hi Reza, your tutorial is really brilliant! Thank you so much for that! I do have a question that hopefully hasn't been already answered below. My Incident library has 2 subfolders : Open incidents and Closed incidents. Your Json code only looks inside the one folder. If I put the URL of the Top level folder it doesn't find the ID because upper folders don't have IDs . Would you have a Json code that looks at the document IDs inside multiple subfolders? Thank you so much for your help! :-)
Thank You.
I do not have a reference for your scenario and have not tried it. I recommend posting your query on forums in case someone has done something similar
powerusers.microsoft.com
Hi Reza, cool video, thank you. But why it has to be an expression in the left condition field .... is not equal to null? Is it not enough to put in the dynamic content?
If file upload is not required, then using json function and trying to fetch data throws an exception. Hence the check to see if it is not null.
Hello Reza, thank you so much for those great videos 👍🙏. I have a request/suggestion, can you please do a video on MS lists content types with real life examples?
I will add your video request to my backlog but will need a lot more folks requesting this topic to give it a higher priority.
@@RezaDorrani How do we see what's in your backlog of video files - so we know what to vote for?
@@MonteBStJohns I opened channel membership 3 months ago. I have shared my backlog list and top of mind items with channel members.
This is awesome! I wish I had found this years ago.
Is there a way to populate metadata columns in the document library with the data from the MS Form?
I know that I can create a look up to the list from the document library, but I would like the actual data tied to the document as metadata and listed in the document library. Any thoughts?
Thanks for watching & liking the video.
There are ways but I do not have a video reference or link to an article for that.
I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
This was awesome. Thank you! Subscribed and liked for this one video alone. Question I have now is the flow fails if there are no attachments. How do I resolve?
ExpressionEvaluationFailed. The execution of template action 'Apply_to_each_attachment' failed: the result of the evaluation of 'foreach' expression '@json(outputs('Get_response_details')?['body/r5a05f5af2652402e8bb634c03c04c39a'])' is of type 'Null'. The result must be a valid array.
Thanks for the sub!
If no attachments, watch this ruclips.net/video/Aerky9hiYDo/видео.htmlsi=sWI48tDBe8WoQOUZ
Dear Reza. Thanks a lot for your service to human kind. You deserve a lot!!
2 questions
1. Can I rename the file so that my name is removed?
2. How do I get a unique url to the form submitted by user so that I will include the same in list item for anyone to access the filled form.
Thanks so much!
Check my latest video on forms. It may help answer your questions - ruclips.net/video/Aerky9hiYDo/видео.html
Thanks a lot ❤
Thanks Reza, this video and flow has helped me to add 2 attachments into my sharepoint list. Are you please able to provide more information on how I can add 3, 4 or more attachments from a Form into Sharepoint Lists?
Same pattern as shown in video. I will have to try it out to provide the exact steps.
I would recommend giving it a try and in case of issues, post issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thank you this worked perfectly. Another question I have is around the creation of this Personal Microsoft Form that automates responses and attachments into a SharePoint List. If I create a flow this way will any of my staff be able to fill out responses and upload attachments? I have only trialled doing this from my computer so want to ensure it can be utilised system wide. Look forward to hearing back.
This was great. The exact solution I needed. Easy to follow step-by-step and worked the first time. One question...is it possible to display the attached files in the list view?
Attachments cannot be shown in list view as far as I know. May be look into list formatting. May be an option there.
@@RezaDorrani Thanks. Appreciate the quick response.
Do you offer a beginner class? This is a masterclass.
Training/Classes via RUclips Channel memberships is planned for later in the year.
Check channel memberships. I have gone live with a training tier that you can sign up for now.
ruclips.net/user/rezadorranijoin