Power Automate - How to get all Forms responses into Excel file and send it over Email

welcome back to channel everyone in this video i'm going to talk about how you can automatically download all of your ms form response into excel sheet and then send that excel sheet to your email id that could be your manager email id or your client emails id as you can see i have created a flow that is manually triggered and it's downloading my excel sheet and then i'm sending that excel sheet to my email and which consists all of the my form responses as of now i have two form responses that is sending all the phone responses into my email so we'll talk about how we can create this by default in our flow we have a trigger that is every time a new response is submitted there is nothing like which can capture all form responses so we'll do this by an api call so let's just talk about how we can do i'll go in my flow sections create a instant cloud flow you can create this as a schedule workflow as well that's up to your requirement i'll manually trigger this [Music] and name this as save form responses to excel in the next step i will send an http request to sharepoint and the site address i will select form.office.com put that as in sorry put that as an enter custom value save this scroll it up that is fine now in the uri section what we're going to do is i'll go into my form responses as you can see they're open in excel i'll open my developer tool you can either open this into chrome or firefox that's up to your requirements open your network head click on this open excel now you will see that there is a a download file dot ashx api call i'll just copy this entire url go in my uri and paste it here now you can see that it is calling a forms api i will remove this part which is forms.office.com which i've already mentioned there and forms api download excel file dot ashx and then this is the form id and from here to here this is my form id and there is a time zone offset in which time june i am and there is time zone id and then you can see min response id is 1 and mix response id is 2 because my form has maximum response of 2 i can set this as 1000 and i will save this so this step will actually download my excel files for me and the next step is i'm gonna save this excel file somewhere so in my case i will save this to my document library of sharepoint you can save this to your onedrive as well that's up to your requirement so i will do create file sharepoint create file site address dev site folder path will be i have a document library with the name of forms inside that i have forms data and the file names you can put any file name that's up to your requirement again if you want to create a replaceable file that every day you run this flow the old file should replace then you can put a unique name otherwise you can just select utc now here and then put the extension as dot xlsx right in my case i want to put this as a unique name formsdata.xlsx [Music] this is the excel extension which i have to put and in the file content i will select this my send http request body and once it is there the file is created into my document library now i have to send that file over my email so what i'll do is i will create a i will create a scheduled delay and it will be like for 10 second what happen is whenever we create a new files our new step is triggered and by the time the file is not created or not refreshed by some reason in that case your next step will be failed so i'm putting a 10 second delay here so that when i select get file content that is sharepoint get file content using path i'm gonna select this get file content site address will be my site where i have stored the data file identifier will be the create file item id right and once i have this file content with me what i'm going to do next is send email and to i'll select my name here you can select your client name your manager names and to whom you want to send this excel sheet and specify the subject subject will be my forms responses body will i just put simply pfa and in the attachment name i'm gonna select uh create file name and in the attachment content this will be get file content we'll check this everything is sorted i will save this now we'll test our flow manually continue run flow our flooring successfully now we'll go to our document library first you can see that we have this forms data dot xlsx and now i will go to my email we'll check this one we have new excel file here which have all the responses there so that's all for this video uh likewise you can create multiple things out of this excel once you have this entire excel sheet you can apply some filter you can fetch the data that you want to send across email and our next video what we're going to do is we're going to create some filter based out of this excel and then send that filtered data to emails using customize html and in next video we are going to convert that excel into a beautiful formatted pdf as well so i hope you like this video if you do like don't forget to subscribe on tech thank you so much for watching keep watching learn tech

Channel: Lernen Tech

Views: 13,309

Keywords: powerautomate get all forms responses, power automate forms to email, power automate forms to excel, power automate send email with attachment, send all forms responses to email, power automate get all ms forms responses to email, get all ms form responses, microsoft forms responses to excel, microsoft forms excel, forms to excel, ms forms to excel, to excel online, ms forms export to excel, sync excel with microsoft forms, submit ms form data in excel, save ms forms to excel

Id: --EeXt9CMJM

Length: 8min 1sec (481 seconds)

Published: Thu Feb 03 2022