Using Microsoft Forms to Collect Data and Store it in SharePoint

today's video is brought to you by tanakra microsoft forms power automate and sharepoint online [Music] [Music] hello and welcome to how to jason do that today i'll be showing you how to use microsoft forms to collect data from users then show you how to store that data in sharepoint online using power automated to do this yourself you will need a microsoft 365 tenant with access to sharepoint online microsoft forms and power automate if you don't already have a license head over to microsoft 365 site and grab your cell phone before you get started today though don't forget to hit that shiny subscribe button below and turn on those notifications to get notified when another one of my videos becomes available and as always feel free to leave your comments below let's get started open a browser and go to your office tenant on the left hand side you will see some commonly used apps you can also click on the microsoft 365 menu button at the top you'll see all the apps that you have available to you that you have licenses for so in this case we'll go to forms for today's example we're going to create a little simple menu app where people can choose their food preferences for an upcoming staff event so in forms click new form and right off the bat you're just presented with a basic out-of-the-box microsoft forum with nothing in it so right here we'll just add a title in we'll call it team lunch so i'll be the title of it we'll add another section below it and we'll just have a simple text string let's just say your name we'll also add another one underneath that gives people a choice perhaps they want to have a protein option so we'll give them the choice of beef chicken fish or tofu we'll also give them a side option so let's do another choice field give them the choice of fries onion rings caesar salad they're going to come in they're going to see the name a protein option and the side option it's really simple as that there's a theme button we can i don't know make it a little bit nicer jazz hero i kind of like that there's a food option so let's just choose let's just choose the uh this one down here some food right there perfect so now that it's ready to go we can just preview the form and we'll just try it out so i'm just going to go put my name i'm going to choose beef and i do like a caesar salad so i'll submit it microsoft forums will record all the responses and you can see here we have the team lunch and one entry one response with the name jason uh he's chosen beef and i've chosen caesar salad as my side now the next step here is we're just going to create a little sharepoint list that we can put this data into so in my test site here i'm going to create a new list i'm just going to go from a blank list and just call it team lunch now we're going to match up some of the fields that we have in our form that we had previously created so the first one is instead of title we're just going to rename this one i'm just going to call it name so we can capture the name there's also a protein option so what we'll do here is i'll just i'll actually create a choice field here go protein and i'll just mirror the choices that we have so we had beef we had chicken fish and we had tofu so i'll go save we'll add a column with a choice we'll call it side and we'll just mirror what we have fries caesar salad just like that so now we have a list that's ready to receive the information from our team lunch form above so now we're going to tie the two together and this is where power automate comes in so so from the 365 app launcher we're going to go to power automate so i'm going to go to create i'm going to create a new automated cloudflow so what will happen here is we have team lunch we're just gonna name a team lunch to sharepoint list so right off the bat there's one of the new responses submitted with microsoft forums we'll just use that trigger right there and i'll go create so first it's asking what form do i want to get the data from so we'll just drop down we'll have a look here and we'll see we have team lunch so now when a response is submitted in team lunch we're going to have something else happen so what we're going to do is we'll go to the next step we want to get that information from the form so i'm just going to type form to bring up the forms connectors and the next one down we have get response details so the first one here is when something it's just the trigger when something goes in a new response is submitted to a specific form what's it going to do so we're going to get response details from this form so again we'll choose when it says form id we'll choose team lunch and we'll click in response id and when we hover over top we'll be given a pretty much be fed the option we have so we'll click response id here the next step we're going to search for sharepoint connector specifically we're going to create item it's not a file it's just into a list so we're going to create an item in a list it'll ask us where the site is we'll just drop down and then i'll choose the list that it's going into the team lunch once we've selected the list we'll now see the the columns that we have created in the sharepoint list so in title we actually remember we renamed title name so i'm just going to click in here and we'll see that we can insert from the response details the answer to your name we'll click in protein value and we'll go enter custom value down here and we have protein option here and we'll go to the side value as well we'll hit enter custom and then there's the side so right now when a response is submitted it'll get the response details connect to this microsoft sorry connect to the connect to the sharepoint team find this list team lunch and enter these values in so i'm going to hit save and let's give this a test so we'll click on test at the top and we'll go manual it's going to wait for manual input click test now we'll go into the form and we'll do a preview of this form my name is jason i want beef and i want onion rings i'll hit submit we'll go back to power automate to watch and as run successfully a new response was submitted to that form it got the details from the form you can see all the all the choices i made here and then it created item within a sharepoint list with all these values so let's have a look at that sharepoint list let's refresh this page and now as you can see when the form was submitted power automate grabbed it and threw that information into a sharepoint list there are other things we can do we can add email notifications etc but really at the most basic we just wanted to grab that information and throw into our sharepoint list and we have done so thank you for joining me today on this video demonstrating how to connect microsoft forms to a sharepoint online list using power automate if you like this video please hit that subscribe button below turn on notifications and feel free to leave your comments please visit this channel again to see how did jason do that and until next time keep experimenting see ya you

Channel: Tenacra

Views: 17,393

Keywords: Microsoft 365, M365, Microsoft Forms, Power Automate, Flow, SharePoint, SharePoint Online, SPO, Tenacra, Tutorial, business process automation, workflow automation, bpa companies, business automation, RPA companies, robotic proces automation company, RPA solutions, RPA Services, sharepoint automation

Id: ok-_aYn8f8I

Length: 9min 51sec (591 seconds)

Published: Mon Feb 28 2022