Automate Microsoft Forms Responses into SharePoint Lists with No Effort!

let's go create a new basic form for our website for this example we'll just do name email address and the message you want to send to in this case TD Sheridan laap to get started let's go to portal. office.com and sign in if as you can see forms is not sticking out here because it's not a primary Microsoft product but is a very good quiz and Survey product click on apps and then it's right there create a new one by clicking on new form and we are now at a blank form first let's give it a name contact us then the description is just something intuitive to describe the form in this case will be send a message to TD Sheridan lab so as I mentioned for our basic form let's start with the name as you can see from our other forms I've created here the AI is already guessing at what I'm going to put in this form based off my previous habits so for this case we'll just use the example of using my name and click on ADD selected make sure it's required actually make sure all these fields are required otherwise you could get some spam Bots and stuff like that in here as well next we need the email address field click on add new and text what is your email address yes required field and then lastly we'll add one more text field and we're going to make this one a long answer we're just going to call this message and we are done that's our basic form the most important part of this section though is we do have to change security settings by default Microsoft leaves this locked down to just co-workers or the other people in your organization but if you're going to put this on your website you need people outside your company to be able to respond to it it so right here anyone can respond all we got to do is just click on share and then you can copy the URL you can get a QR code if you're going to embed it in your website here's the code to copy and paste into the website or you can email it out as a link and he'll just send it straight out for our testing and this video I'm just going to copy this link to the clipboard here and then we will test it in a minute now that we have the form created we need a spot in list so or a SharePoint list to store the information once people respond to it so let's go over to lists and create a new list to move over to list click on the waffle menu app launcher the grid thingy in the top left corner whatever you want to call this thing it doesn't really matter and then lists is right here or alphabetically underneath all apps under L again lists are just SharePoint lists as you can see I'm using it all over the place for ideas for the website some accounting stuff some home projects for this example here just click on new list you can use one of the templates if it lines up with your goal or you can create a blank one for this one since it's just a basic one I'm going to create a blank list otherwise we'll be deleting a lot of default columns out of these templates here just like anything else you give it a name and a description I'm going to change it to blue and let's use a little Beaker icon here now the save to piece is kind of important depending on how many other people are going to look at it if it's just for you it can be underneath my list if it's going to be accessed by other people make sure you put in the SharePoint site that lines up with them or if you're already a member of a Microsoft team that'll be listed here as well for this example I'm just going to put in this test site they have by creating a blank list we just have a title column by default so let's add a couple columns similar to our form click on ADD column and then single line of text we can just say name you don't have to put description in there it's up to you if you want to or not and the second one is email address I'll skip over description this time so you guys don't have to watch all my typos and lastly we need multiple lines of texts for the message message section to make sure we have enough room to hold the entire thing so this is a on toone setup right now with our forms and we're almost there to start linking in together because I like to process things I want to keep track of it I'm going to add two more Fields just to toote if I've looked at it reached out you know a status of the message and then a notes field on what the outcome was about it so let's create a choice field and I'm going to say status we'll say new complete waiting on customer why not and then we'll set the default value here as new and then we will add one more multiple lines of text here so we can put in our notes when we refer back to this later so notes if it is something that grows it's a back and forth conversation negotiation whatever the case may be uh if you check this box here as you add more notes in the future it's going to Tim stamp them and username stamp them too for each update so you can kind of keep track of when stuff happened as you do it and that's it our SharePoint side is done in lists right now so the last part is just to link it all up in power automate there go click on your app launcher waffle grid thingy in the top left corner here and then select power automate power automate is Microsoft solution that competes directly against if this then that and other automation platforms to create a flow to connect the two we just click on create all we need is an automated Cloud Flow by clicking on this box it's going to trigger a wizard for with a form for us to fill out just like everything else we got to give it a name process forms for contact us for and since it's an automated flow it needs a trigger the one I've used the most recently is when a new response is submitted for you if this is your first time in power automate it's probably not going to be there as you start typing it starts filtering it down you can see that forms one is now number three and if you just keep keep typing out that sentence it pops up to number one again so just select when a new response is submitted this is going to trigger this flow to run when people respond to our contact us form then click on create now it needs to know which form to pay attention to so in this drop- down menu here in your case you'll only have one form named contact us next we need to add an action to get the details of that form so we can process it so click on new Step the search is very intuitive so in this case I'm just going to search get form and it found get response details which is exactly what I was looking for I just said it wrong 10 seconds go and for form ID we're just going to click in here contact us and then response ID we're going to use a dynamic item here of response ID which will automatically grab it from the the trigger when a response has been submitted all right we got the form pieces lined up we have all the information about the response on the form now we need to put it in SharePoint we're going to click on new Step again and we are going to search for create new item and find the one for SharePoint create item and for the site list it should show up here if it is a brand new site and everything hasn't synced up you can get the URL and put it in there manually and all work out and then for list name you find the name of your list which in this case web contact us leads is what we called it I probably could have given it a better name but oh well we have the same fields that line up with The Columns of our SharePoint list so title status name email message notes which lines up with these columns here with our form here as well so you just got to start plugging in Dynamic content name what is your name email address email address message message now for the title the title is a required field of the SharePoint list create something unique so they stand out but we can just make it up as we go um contact us lead space hyphen space submission time that way we in theory this will make it show nobody creates a duplicate entry and it's the exact same they'll be unique we can leave right here the status on new because by creating this it will be a new uh lead for us to follow up on then notes we can leave empty as well and then you just click save we got form created we got the set SharePoint S created and we have power automate flow created so let's do it Microsoft recommended and test this flow out we'll side by side this here I have the URL to our contact form on the clipboard here so if I open up and paste it in and you can see it is our basic contact us form let's fill it out all right so we hit submit says thank you if we go over to power automate and refresh it we see that it did run took 16 whole seconds form ID garble that really just means contact us Tails Bo mcboat face there's my email address submission time create item here's everything that SharePoint is doing behind the scenes and now we going to go over here it's right here we got contact us lead at the time in UTC the status is set to new B mcboat face and an email address and now if you're processing this just for example this person wanted to sponsor the channel or whatnot so you could send them an email and then just added your note in here saves it there as you can see because we did that extra check box and appended it it has the name has a time stamp and then we can change it to waiting status that's the basic setup if you wanted to you could add a email uh notification in the power automate flow well if you have made it this far then that means you found this video at least semiformal so if you could go and leave a like down below and also consider subscribing if you're interested my social media handles are down there as well and until next time feel free to leave any comments questions concerns suggestions all that stuff down in the comment section and I'll will respond to it as soon as I can until next [Music] [Music] [Music] time [Music]

Channel: TDSheridan Lab

Views: 92,984

Keywords: power automate, microsoft forms, microsoft flow, automation, microsoft power automate, power automate tutorial, form automation, productivity, sharepoint, microsoft lists, microsoft lists work progress tracker, microsoft lists app, microsoft lists in teams, microsoft forms survey, microsoft forms responses, microsoft forms to teams, sharepoint lists advanced, sharepoint lists power automate, sharepoint online, leads, Microsoft forms automation, microsoft power automate tutorial

Id: SyHsZU1THK0

Length: 12min 0sec (720 seconds)

Published: Sun Apr 24 2022