Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (2023)

Posted by Dan St. Hilaire / November 30, 2018 / Microsoft Office 365, Productivity, Microsoft Flow / Power Automate 28 Comments ↓

Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (1)

*Update (5/25/22)*: We have recently written an updated post on this topic. You can find that new blog post here: Automatically Send Responses to a SharePoint List Using Power Automate.

When enabled by an organization that has deployed Office 365, Microsoft Flow provides end-users with the ability to create automated workflows between applications and many different services using connectors. Microsoft applications and an ever-growing list of third-party services are available to link together. Microsoft Flow letsemployeescreate simple to more complex workflows that can provide efficiencies for businesses around their workflow needs. It's an end-user option, that in most cases does not require a developer for workflows.

In this blog post, I’ll show how you can use a simple Microsoft Flow to connect a Microsoft Form that captures data and then populate the information collected into a SharePoint List. The SharePoint list in my example is a list that is part of an Office 365 Group. If you’re not familiar with Microsoft Forms, it’s a very easy-to-use application that is included with your Office 365 subscription. If enabled in your organization, you can easily create polls, surveys, and quizzes. With branching capabilities, you can create some very professional-looking data collecting forms.

Microsoft Forms may lack some more advanced features; SurveyMonkey or TypeFormprovides some features you may find helpful. One thing that is certain with Office 365, is change. I'm sure we will see an increase in Forms features in the future. MicrosoftFlow has hundreds of connectors, so you could connect a SurveyMonkey form or a TypeForm to your SharePoint list if you need some of the advanced features now. The sample forms I show in this post all populate to the same SharePoint List.

I often highlight the importance of governance for Office 365 Groups in SME’s. While Office 365 is a toolkit for user collaboration, a total free-for-all and the general ability for Group creation is not a best practice.

In the examples I am using in this post, the back story is a request for an Office 365 Group.The Form collects information about the Group request, and the Flow will pull the results and store them in a SharePoint list that IT could then review and approve.

(Video) Microsoft Power Automate - How to get Forms responses live to SharePoint

TIP: I recommend that you select specific users that can review, approve and then create a requested group. Microsoft provides some details as to why you may want to control who creates Office 365 Groups. This article shows you how to disable the default ability for anyone to create a Office 365 Group.

Step 1: Create your Microsoft Form

The video below, will walk you through a simple process of creating a Microsoft Form. Forms will need to be enabled in your organization. After we create the From, we can create a SharePoint list that will align with the form fields and in Step 3, we will connect the Form to the List using Microsoft Flow.

Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (2)


This is my Microsoft Form Embedded.

A link to my sample Microsoft Form.

Creating a Microsoft Form is pretty straightforward. You can add custom images and use templates to have very professional look. The next form you see below is a TypeForm, also fairly easy to create. I have embedded a version into this web page. In the next steps, I'll be connecting both the Microsoft Form and TypeForm to a SharePoint list using Microsoft Flow.

powered by Typeform

(Video) Save MS Form Attachment to SharePoint List using Power Automate

A link to my sample TypeForm.

Step 2: Create a SharePoint List

Now that you have your Form ready, you need to get your SharePoint List prepped to catch the data that your Microsoft Flow will sync to your List from your Form. As noted earlier in this post, I'm going to create a List that lives within an existing Office 365 Group site. In my example here, I'll be creating a new List and creating the Columns that match the Form fields.

Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (3)


Step 3: Link a Form to the SharePoint List

Now that you have a Microsoft Form, in in my case a TypeForm too, and a SharePoint list on your Group site, you can connect the data that is collected on your forms and pull that data into your SharePoint List using a Microsoft Flow.

Microsoft Forms and TypeForm as well as other form services provide some options for connecting to, viewing and reporting on the data collected and they usually allow you to export that data to Excel. In this example we are moving the data collected in my form fields to a SharePoint list to automate a process. My SharePoint List is working like the an Excel data dump to catch the data from the questions on the forms. The power of SharePoint is really what you can do after the data lives in the list. I don't go into detail in this post, but I could create additional flows that trigger after data is populated to the SharePoint list. Think Approval process, or perhaps an item defined as urgent gets pushed to a Team's channel. There are lots of options available.

In this next video I'll be using Microsoft Flow. By default Microsoft enables Flow and PowerApps on Office 365 tenants, the thinking is, if a user has access to create a list, why not provide them with a method to better work with that list data and a better means for collecting and working with their data from other data sources.

(Video) Save Microsoft Forms Attachments to SharePoint with Power Automate

It is possible that these features have been turned off for your organization. PowerApps is a tool for creating mobile apps and provides a means to modify your SharePoint Forms. Using PowerApps you can change the look and feel users experience when adding items directly to a SharePoint list. PowerApps is considered a replacement for InfoPath forms. If you have current InfoPath forms that you would like to convert to PowerApps, I'd recommend that you start with this blog post. You don't need to use PowerApps, and in this post I'm not, but if you're thinking outside of the box, there could be benefits or reasons to leverage PowerApps for this or a similar Flow you build.

Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (4)

In these three steps, we collected data from both a Microsoft 365 web app (Microsoft Forms) and I didn’t show, but I also connected to my TypeForm, that process was the same, but it started with a connector to TypeForm vs. Microsoft Forms.We created a basic SharePoint list on a Office 365 Group site and used a Microsoft Flow to both collect that data and then populate the information to the SharePoint list.

Connect a Form to a SharePoint List with Microsoft Flow in 3 Steps (5)

Microsoft Flow is going to change how users can automate their workflow, in a simple easy way. It's not perfect, so I'd like to share Honest Feedback with some Microsoft Flow Limitations. Flow along with many of the Office 365 tools continues to improve monthly. If you want to become a Pro, make sure to monitor the Microsoft Flow Communityfor tips.

I'd love to hear how you are using Microsoft Flow, please feel free to comment below.

Recent Blog Topics Related to Office 365:

(Video) Microsoft Forms to SharePoint List: Create SharePoint List from Excel


  • Office 365 Licensing

  • Office 365 New User Training

Music in the videos shown in this post was provided by bensound.com.

(Video) Save MicroSoft Forms Data to SharePoint List using Power Automate/ MS Flow

Topics: Microsoft Office 365, Productivity, Microsoft Flow / Power Automate

FAQs

How do I link a SharePoint form to a Microsoft list? ›

Storing MS Forms Responses in SharePoint Lists
  1. Change the Form ID to point to your MS Form.
  2. Change the Site Address to point to your SharePoint site.
  3. Change the List Name to point to your SharePoint list.
  4. Add the Forms Response fields to each SharePoint Column in the Create Item action.
  5. Save and test the workflow.

How do you record form responses in SharePoint using flow? ›

In the top navigation, click My flows. Click "Create from a template". Type form in the search box and then click search. Select Record form responses in SharePoint.

How do I connect SharePoint to a flow? ›

In the search box, to search for Teams-based actions, enter Teams.
...
Edit the flow
  1. Browse to the Projects list.
  2. Select Integrate > Power Automate > See your flows.
  3. If prompted, sign in with your Microsoft 365 account.
  4. In the My flows tab, select Send a customized email when a new SharePoint list item is added flow.
26 Sept 2022

How do I limit responses in Microsoft Forms? ›

In Microsoft Forms, we can set the Start and End time and the form will accept responses during this time only but there's no option/setting in the from itself to limit the number of responses. You can, however, consider creating the flow in Power Automate to set this limitation.

How do I link a response to a form in Microsoft? ›

The first way to collect responses with Microsoft Forms is by generating the URL to the Form. The URL can be shared via email or posted as a link from a SharePoint page. And if you use the Forms Web Part on a SharePoint page, you will be able to easily embed any Form on the page, once you paste the URL.

Can Microsoft Forms pull data from SharePoint list? ›

@evigors it's not possible to pre-populate data from SharePoint (or anywhere else) into a form. For this sort of scenario you would need to build a form in Power Apps with the Sharepoint list as a data source.

How do I access form responses? ›

Open a form in Google Forms. At the top of the form, click Responses. Click Summary.

How do I retrieve responses from a form? ›

To retrieve a specific response from a form, call the forms. responses. get() method with the form ID and the response ID.

How do you add a connection reference to flow in solution? ›

Sign in to Power Apps or Power Automate, and on the left pane select Solutions. Create a new or open an existing solution. On the command bar select New, and then in the list of components select Connection Reference.

What is the difference between flow and workflow in SharePoint? ›

SharePoint Designer workflows also only work within a single site. Microsoft Flow can go between sites, site collections and even different tenants and farms. Microsoft Flow is much more extendable in terms of business automation.

How do you trigger a flow in a SharePoint list? ›

The flow is as simple as our list: a trigger (for a selected item) and an action (Get item). Click “Edit” to view more details about the action and then “+ Add an input”. From here you can add multiple different input types (of course followed by specific field behavior and validation).

Can Forms handle a large number of responses? ›

While Google Forms does allow you to limit responses to one per user, it doesn't offer any feature to restrict an entire number of responses on a form.

Can you have multiple answers in Microsoft Forms? ›

Allow multiple answers

If you want to allow readers to select multple answers in response to the question, you can enable this within the question settings. From the multiple-choice question, click the Multiple answers button to enable the setting.

Does Microsoft Forms allow multiple responses? ›

You can allow the responders to submit multiple responses via unchecking the One Response per person.

Why is my Microsoft Form not showing responses? ›

I'd be happy to help you out with this issue. If you create your Form in OneDrive for Business, SharePoint Online, Excel Online, Microsoft Teams, or using the Microsoft Forms web part, you can get back missing response by clicking on Sync all responses to a new workbook.

What do I do if Microsoft form is not accepting responses? ›

As per your error message, First, please make sure that all changes from your Forms are saved. If saving the changes does not resolve your issue, please try to check whether you have set a expire date for this quiz.

How do you capture form responses in email with flow? ›

Steps to send an email based on Form response using Microsoft Flow
  1. Step 1: Create a Microsoft Form. ...
  2. Step 2: Create a flow in Microsoft Flow. ...
  3. Step 3: When a new response is submitted. ...
  4. Step 4: Get response Details. ...
  5. Step 5: Send a feedback email to the technology instructor. ...
  6. Step 6: Run the Flow.
27 Nov 2021

How many types of forms can be created in a SharePoint workflow? ›

Three types of forms are used in SharePoint Foundation workflows: Association and Initialization Forms Association and initialization forms are displayed for users to fill out before any workflow is actually started.

Can you link a form in SharePoint? ›

Using the Microsoft Forms web part to embed a form on a SharePoint page. If you use the Microsoft Forms web part to embed a form on a SharePoint page and choose to show form results on the page, SharePoint will automatically generate a link to that form and anyone with it can view a summary of responses.

What is the difference between a list and a form in SharePoint? ›

Use a list form if you just need to collect data and store it on SharePoint. Use a form library form if you want more advanced functionality such as complex or repeating data or code.

Can a SharePoint list have multiple Forms? ›

You can't have more than one new form for a SharePoint list. However, when you customize the SharePoint form in PowerApps, add another form on that screen and you can hide and show the forms as per tour needs.

How do I fetch data from a SharePoint list? ›

How To Fetch Items From SharePoint List To PowerApps Gallery,...
  1. STEP 1 - Creating a List.
  2. STEP 2 - Working with Power Apps gallery.
  3. STEP 3 - Function To Update List Items.
  4. STEP 4 - Save & Run the Application.
  5. STEP 5 - Checking The List Data Source.
30 Sept 2021

Can everyone see Microsoft Forms responses? ›

Only the owners of the form can see the responses. 2) Use the Share to Collaborate link from Share in the top right to give your colleague full access to the manage the form and see the responses.

How do I give access to a form? ›

Clicking onto Share at the top right of the form. 2. Click onto the Share to collaborate link and you'll be given a URL that you can share with other people. This will allow you to work on the Form together.

How do I retrieve data from Microsoft Forms? ›

In Microsoft Forms on the Responses tab, select Open in Excel. Your form responses will open in an Excel workbook. From Excel, you can export or save your form responses as a PDF file.

Where do Microsoft form responses go? ›

In Microsoft Forms, you can easily view all of the response data for your form or quiz in Microsoft Excel. An Excel workbook with your response data will be downloaded to your desktop or stored in OneDrive, depending on the starting point of your form or quiz.

Can Microsoft Forms pull data from Excel? ›

Microsoft makes it possible to create Forms right from an Excel spreadsheet. When you do this, it will link the spreadsheet to the form and continue to add the data.

How do I print all responses in a form? ›

Print a form and responses
  1. Open a form and go to the content you want to print.
  2. If you're printing questions or individual responses, at the top, click More. Print.
  3. If you're printing a summary of responses, from your browser, click File. Print.
  4. Choose your settings and then click Print.

How do I add a connection to a flow Power Automate? ›

Add a connection

In Power Automate, sign in with your work or organization account. On the left pane, select Data > Connections. At the top of the page, select New connection. In the list of available connections, choose the connection that you want to set up (such as SharePoint) by selecting the plus sign (+).

What are the connections in flow? ›

Connections in Microsoft Flow allow us to easily access the data while building Flows. Flow helps us to map the data that we get in the app that we have created towards various connections, like Google Excel sheets, Microsoft OneDrive for Business, Office 365, Azure Blob, SQL, etc.

What are the 3 basic components of workflow? ›

The three basic components of a workflow diagram are input, transformation, output. Every step within a workflow is assigned one of these statuses.

What replaced Microsoft flow? ›

Microsoft Flow, now rebranded as Power Automate, is a tool that lets users automate tasks and processes within their Office 365 workflow.

How do I automate a SharePoint list? ›

Power Automate
  1. With the list open in SharePoint or the Lists app, near the top of the page, select Automate then Power Automate.
  2. Select Create a flow to automate a workflow. You can see your current flows by selecting See your flows or require approval for flows by selecting Configure flows.

Do Flows run before triggers? ›

A flow that makes before-save updates is similar to a before trigger. The previously described record-change process is similar to an after trigger. In a save procedure, before-save updates in flows are executed immediately prior to Apex before triggers.

How many responses can a form have? ›

All free users of the Google Forms add-on can send up to 20 form responses per day.

How many responses is enough for a survey? ›

As a very rough rule of thumb, 200 responses will provide fairly good survey accuracy under most assumptions and parameters of a survey project. 100 responses are probably needed even for marginally acceptable accuracy.

How do you increase the number of responses to a survey? ›

4 Effective Methods to Increase Your Survey Response Rates
  1. The Main Message: Make Them Feel Special.
  2. Eye on the Prize: Provide Incentives.
  3. Don't Waste Their Time: Keep Surveys Relevant.
  4. Be Top-of-Mind: Offer Surveys in Multiple Channels.
  5. The Bottom Line: The More Accurate Responses, the Better.

Can Microsoft Forms limit number of responses to a question? ›

In Microsoft Forms, we can set the Start and End time and the form will accept responses during this time only but there's no option/setting in the from itself to limit the number of responses. You can, however, consider creating the flow in Power Automate to set this limitation.

How do you add a branching to multiple answers in Microsoft Forms? ›

Adding Branching Logic to Microsoft Forms

Click the three dots in the bottom right of the questions, select More settings for question. Click Add branching. On the Branching options page, add in your branching logic. Add additional branches to the form on any question by repeating steps 1 and 2.

Can you have more than 6 options in Microsoft Forms? ›

Based on some initial assessment on the Choice field, there is a limitation of 60 options that can get stored for a response.

How do I limit multiple answers in Microsoft Forms? ›

You can do this by clicking Add new at the bottom and choosing Text. Click More settings for this question (three dots) on the bottom right of the question. Select Restrictions. Choose the option you want to use in the drop-down box next to Restrictions below the answer section of your question.

How do I limit 3 responses in Google Forms? ›

To limit responses by submission number, select “Number Of Form Responses” from the drop-down menu. In the box below the drop-down menu, provide a maximum number of submissions (for instance, “10” to limit responses to ten submissions).

Can Microsoft Forms send a copy of responses? ›

After submitting responses, respondents will see a link to print or download a PDF of their responses, which includes a thank you message and a list of their responses.

Videos

1. Move Microsoft Forms Data to Microsoft Lists
(April Dunnam)
2. Power Automate Microsoft Forms Connector tutorial with Attachments
(Reza Dorrani)
3. Creating a simple Microsoft Flow workflow for a SharePoint list
(Cloud Design Box)
4. Adding a Microsoft Form to a SharePoint Site
(Valiant Technology)
5. Importing multi-select options from Microsoft Forms into a SharePoint list with Power Automate Flow
(Intelogy)
6. Run Power Automate flow from SharePoint - For a Selected Item trigger
(Reza Dorrani)
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