MS Form Data to SharePoint with multiple attachments using PowerAutomate

welcome back everyone to this channel in today's session we are going to learn how we can use ms form to collect the data from external users or those users who are not having access or license to sharepoint and in in that particular form we can also have attachments which we can in turn save in sharepoint so consider an example if some sales guy which is not having access to sharepoint or not a valid license assigned then how he can put the or put the data into sharepoint so this ms form is very handy in that case so we can just share one form where that sales guy can enter his information related to daily or weekly reporting along with some attachment and that in turn can be saved into sharepoint to create some dashboards or a reporting thing eventually so let's have the same example so i'll just tell you how we can capture the data and how using power automate we can save the same data into sharepoint along with attachments so right now i'm on the ms form so as uh you might be familiar with ms form you can just simply create new form or new quiz uh just clicking this new button and i have already created one form which is not something complex so it's there's a pretty standard form you can see it's a sales report and in the sales report i'm asking few questions to sales guys that is their sales improvement is just a check box we can have this quantity of laptop uh sold in current month quantity of printers sold in current month and same with cisco phones and in fifth and sixth question i am having this attachment which is a which is attachment field where they can just upload the content uh the the file and that file can be in turn save into sharepoint once uh that person clicks on the submit so this is a pretty standard form the thing to remember is i am having two controls and these uh file upload controls i'm going to use in my power automate so now the next step i'll just jump to the flow and i am on the home page i'll just create one flow from automated and this flow would be using the trigger as when a new response is submitted so i'm just naming that as uh save sales report and along with attachment because the we are also going to attach the report files and when i click on create it gives me that trigger added to it i do just select my form so as i said my form is sales report and in the next app i need to read the response out of it the the data or the submitted data out of it so i just use one action that has get response details and in this i need to specify the form id which is my sales report and the response id so response id i got from my previous tab so now i got this get response details and in the next step i need to create one item in sharepoint and why i am directly using this action uh without actually reading out the the values and the files because i would like to show you what kind of json we are getting out of it so i'm just creating one item and that item i'm going to create in my sharepoint list so i'm just going to establish connection this my site and this is my sales report list so i can just show you my sales report list is having title sales increase quantity of laptop all the columns which we are having there in my ms form so the same thing we are going to create over here so i'll just match up the fields the title i would choose as submitter email because i need to capture that who is submitting that feedback or this sales report and in sales increase i would use my this dynamic columns is their sales improvement i'll just remove that and quantity of laptops quantity of printers and i'll just point your phone sold in current month all right so i just save it and last just read out the the the content or the fees the information which the sales guys are entering so it just saved i'll just go back to my form and i'll just submit it in preview i'm being saying yes and data i'm just entering the data and in the other attachment i'll just upload some delete dummy files so let me just extract that out let me just select this annual report though like we are doing it for current month but it's just a dummy file just ignore that and i'll just select envelope report too so in two attachments i have attached those files so one is for upload sales report and uploads sales prospects or the potential seats and when i submit it my flow should trigger i can just go in and see so it did trigger and it should save the data into sharepoint list i just refreshed it so it does have the data so one data is of which is i believe like the older one and the the current data is this one all right so now i'll just go back to my flow and click on the success where it ran and now i would be extracting few stuff related to files because as i would like to also save the file data into the sharepoint as an attachment so this was my first field of that file so i'll just copy this entire and open one notepad now you can see it's all it's all json and why i'm saving this because i'm going to use this as a template while i use that par json uh action so i'm copying the same thing for sales prospects and saving this so now i'll just added this now flow and in the next step i'll just start use parse json action to parse my json and i will use the the field which is upload sales report this is the first attachment field and in the schema so now i will be generating this schema from sample and a sample i copied in my notepad so this was the sample for sales report and i'll just save it done so it will automatically create the data or the same this schema from this generated sample which we just copied over here so we are done with this one field and the same thing i'll do once again for my this second file upload and this time i'll choose the field as upload sales prospect and i'll use the other sample to create the json so now with the json i got both of the json for the attachments and in the third step i'll just read out the files from onedrive because whenever a person is submitting the the ms form then it the attachment gets saved under one drive and special folder which is apps under microsoft forms so under all these sales uh we would be having the attachments corresponding to those questions so that's why i would read the file from onedrive so get file from one drive right get file content from onedrive and in this identifier i will put my first file identifier which is under the parse json so i'm just adding the id now it automatically applied that apply to each because it could be multiple attachments and i'll add another action as add attachment and this time i would be making a connection to same to my sales report list so on the sales report list i'll just use the id of my item which we created in early step and under the file name i'll use the file name from parse json first activity so this is the one and the file content i'll be reading out from the file content which we just added from one drive so this is how we can save the attachment and this is for one uh component i mean one field and the for the other field i need to repeat the same step so i'll again say get file content that is from onedrive and in the same i this time i would use the identifier as my the other field from other second persistent position two and now i will add attachment and the ad attachment i'll again use the same connection sales report list and id of that id of that item and under file name i'll choose from json2 the file content i'll choose from this cat file content2 all right so now i got both of my files from both of the two upload fields i can just save it and i can just go back to my form and let's submit it once again so this time we are submitting with attachment i'll just run that in preview now laptop let's say four five six one two cisco phones 5 400 phones and then it an attachment again i'll choose the dummy attachment as report 2 and under the other control i'll choose dummy attachment as annual report and submit it so i just again go back to my flow to see whether it ran or not was still running let's refresh it so it succeeded so it should ideally save the data along with the attachments so i'll just circle back to my list just to cross validate yes i got that data this was my data four five six point two four hundred i'll just open it so now you can see i got these two attachments and will report to annual report which we attached and all the data is being intact there so this how this is the demo uh where you can just pass on the ms form url so you can just grab the url from this share button and this url can be given to any person even externally to your organization can respond and that person you can just provide the link to that person they can submit the data so it can be sales guy or some some external vendor as well like fill out the details for you and that can be saved into a sharepoint list where you can just manipulate or transform the data according to your requirement so i believe this ms forms is a very useful product and if you like the entire interaction of this ms form with the sharepoint please do subscribe my channel and also comment or like my video

Channel: M365 Tech Help

Views: 7,214

Rating: 4.9252338 out of 5

Keywords: save ms form attachment to sharepoint list, ms form to sharepoint list, microsoft form with attachment, save ms form attachment to sharepoint, save ms forms attachment to sharepoint, add attachments to microsoft forms, microsoft forms attach document, microsoft forms upload attachment, file upload microsoft forms, microsoft forms file attachment, microsoft flow ms form attach, flow save form attachment to sharepoint, ms flow save form attachment to sharepoint, power automate

Id: 9rBvVP5h4V0

Length: 13min 12sec (792 seconds)

Published: Sat Jul 18 2020