Get responses from Forms to Microsoft Lists using Power Automate

In this blog post I will outline how to get responses from Microsoft Forms into Microsoft Lists using Power Automate. I am using the Microsoft Lists, Issue tracker template for my examples. I have created a new Forms form that aligns its questions to the Issue tracker list columns. This is how my list column types line up to my form column types:

Lists column typeForms column type
Attachments  File upload  
Choice  Choice  
Date and Time  Date  
Multiple lines of text  Text (Long answer)  
Person or Group  Text * 
Single line of text  Text  
URL  Text 

Tip: Prompting for an email address, from Forms, instead of a name will help to resolve the person’s claims information. 

Issue tracker form and list

Create a new Flow by clicking “Automate” > “Power Automate” > “See your flows”.

Automate, Power Automate, See your flows

Click “New” > “Automated-from blank”.

Automated-from blank

Provide a Flow name, I.e. “New form response”, select the Microsoft Forms “When a new response is submitted” trigger and click “Create”.

Microsoft Forms trigger, When a new response is submitted.

Select your target form, I.e. “Issue tracker”.

When a new response is submitted.

Click “New step”, search for “Forms” and select the “Get response details” action. Set the “Form Id” to your target form, I.e. “Issue tracker”, and set the “Response Id” to “Response Id” from the previous “When a new response is submitted” step.

Get response details

Click “New step”, search for “Office 365 Users” and select the “Search for users (V2)” action. Set “Search term” to the name columns from your form. In my example, I have two name columns and I will have to repeat these steps to convert the text submission to a user’s claims information.

Office 365 Users, Search for users (V2) action

Click “New step”, search for “SharePoint” and select the “Create item” action. Note: Microsoft Lists is really SharePoint, so that is why we are using the Power Automate SharePoint actions. 

Set the “Site Address” and “List Name” to you target site and list.  

Set each List column to the corresponding Forms “Get response details” action, omit the person columns (I.e. “Assigned to” and “Issue logged by”) for now. Note: “Title” in the list has been renamed to “Issue” but still retains the original column name internally.

SharePoint Create item action

Click “New step”, search for “SharePoint” and select the “Update item” action.  

Set the “Site Address” and “List Name” to you target site and list. 

Set each required and choice List column to the previous “Create item” action values. Set the person column to “Email” from the “Search for users (V2)” action (I.e. “Assigned to”). Note: When you add a person or group column, Power Automate will put the action into a “Apply to each” loop. This allows the action to add multiple people or groups to the column.

SharePoint, Update item action

Repeat the above “Update item” step as required. 

My completed Flow looks like the image below.

Flow, New form response successful

Save your Flow and test by submitting a new item from the “Issue tracker” form. If all goes well your Forms submission will be stored in Microsoft Lists.

Forms, Microsoft Lists and Power Automate provide citizen developers a self-service platform for enhancing and modernizing business processes using a no-code approach with out-of-the-box functionality.

In my next blog post I will expand on this Flow to include any attachments from the Forms submission. It’s surprisingly more work than you would expect and deserves it’s own post.

Thanks for reading.

NY

4 thoughts on “Get responses from Forms to Microsoft Lists using Power Automate

  1. I build the templates in Word and add Content Control Boxes. Save that as a Template to SharePoint. Within Power Automate, there is two Word for Business Connectors. One injects the data into the content controls then, the other enables conversion from Word to PDF

    Like

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s