Microsoft 365 Community SharePoint, 20 Jul 2022

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From YouTube: Getting started on collecting your Microsoft Forms responses to SharePoint List

Description

In this 6-minute demo, Chris Kent opens with a 4-question ice cream delivery feedback form and his objective is to get the survey answers into a SharePoint list. Presently in the Forms UI, one can view a summary and export information to an Excel file. That’s great! The trick to getting answers in the form into SharePoint is Power Automate. In Power Automate, choose a pre-existing template for the job - “Record form responses in SharePoint.” Create your list, identify files/location, chose what data points to import, map values, save flow and test to validate functionality.

Demo Presenter
• Chris Kent | @theChrisKent

Supporting materials
• Template - Record form responses in SharePoint | https://powerautomate.microsoft.com/en-us/templates/details/2be590104bdd11e78896d10a96d3fac3/record-form-responses-in-sharepoint/

Learn more
• Microsoft 365 Unified Sample gallery - https://aka.ms/m365/samples
• Microsoft 365 Platform Community in YouTube - https://aka.ms/m365/videos
• Microsoft 365 Platform Community blog - https://pnp.github.io/blog
• Microsoft 365 Platform Community - http://aka.ms/m365/community

A

Hi everybody- this is chris kent and I want to talk today about getting your microsoft forum responses into a sharepoint list. So to start off, I've got a nice mail order. Ice cream feedback form that I've created in microsoft forms. In this case the company is a company that sends out ice cream cones. When you order them, we slap them an envelope and send them direct to your house.

A

Now there are been a few issues, and so we've started to collect those with anonymous feedback here using microsoft, forms and that's been great, but we want to take those and we're going to storm the sharepoint list where we can do a lot more with them. So in this case we've got just four questions. uh We ask you for the title of your issue, the problem type, a multi-line description and then optionally, an email address. If you want us to get back to you, since this is an anonymous form.

A

So if we take a look at it, normally you get your responses right here and you can see them. You can open them in excel it'll download. We could even open that, and while that's opening you know, we could take a look here. This is very, very helpful to see all of these. You know and it's great that we can download it to excel, but sometimes that's not super actionable, especially if you're expecting a lot of these or it's an ongoing process and more than just a one-time kind of data collection right.

A

But if you take a look at excel very helpful, we've got extra fields over here. We don't really care about in this case, but we care about our four answers here. So how can we use this? Well good news? We can real easy but come back here and we'll click up on our waffle and we're going to launch power automate now power automate uh lets us do all sorts of automated things uh powerfully there you go. That's their new tagline, that's great! You just hit create here uh and that's to prompt you.

A

You can start off manually if you'd like, in our case, we're just going to search through the templates, there's a bunch of them out there, I'm going to search for forms and when come back with that, you can see all sorts of things going to happen when that form gets submitted. These are worth investigating, but in our case we're just going to take this record form responses in sharepoint we're going to click that the very first time you run this. It's going to ask for your connections. Permissions!

A

If you haven't run this before it may ask you to set those up by signing in just hit, continue on these because we're fine with it using our sharepoint and our forms connections, and then it's going to take the bare bone, skeleton of a flow for you. The idea is when a new response is submitted for our form, which we'll pick right here.

A

We want for each possible response, because this can run with you know a single response, or sometimes people filling out these very quickly. It might have four or five, and it's going to come in here and say, get response details. This means go, get the answers all right for which form for this form for our form it's going to go, get those and then we've got to write those to a sharepoint list. So let's go make a sharepoint list, so we head over to our site.

A

In this case it's a vanilla communication site, we're going to hit a new list here now. I could pick one of these templates like say an issue track or something else and then work with the columns there or I could do an existing list. I've already got in this case. I want to do it as simple as possible and I'm just going to say from excel.

A

So I'm going to upload that file, I downloaded earlier with responses. So if you've never responded, make sure you respond at least once to your survey and then download that excel file. Again, you can delete all those responses inside forms when you're done if you'd like, but now we see all those columns from that table, I'm just going to go to the ones we want and we're going to say the issue. That should be the title for the list item this we're just going to make a single on text.

A

We could make it a choice if we wanted, but in this case we're just going to keep it simple, single out of text signal text. Now the description will make multiple lines of text and then for anything we don't want. All you need to do is pick this do not import.

A

We don't care about these in this use case you may and some others, but in this time so we say, do not import on all of those and we hit next and then it's going to give us this funky little list name we're getting rid of that we're just going to call it ice cream feedback with no spaces.

A

I'm going to create that and the reason I created with no spaces is that'll, create the url with no spaces under those extra percent 20s that are pretty ugly, and I can just click on the list name here and put these spaces in myself.

A

But the thing you'll notice is not only to create all of our column types like we'd want. uh It actually took the three responses. We already had put them right in the list. That's awesome! So, let's head over here and let's map that list in so in our create item our sharepoint action. We pick our site, so it's going to load up my recent ones here. We've picked that one and then should pick our list ice cream feedback. It's going to load up those columns we just created and we're just going to map those values.

A

So we're going to come over here and so our title is the issue. Our problem type is problem type. Our description is description and email address is email address wow. Now we save that and then for now we're all done. That's it, but just approve it works. We're going to hit this test button and we're going to do manual, so we can see it in action all right, and so now it's waiting to see what's happening, so it just needs a response to the form.

A

So, let's head on over here and let's hit preview and let's respond to our form, so the issue this time was arrived with extra chunks. That sounds great right, so we're just gonna say it was gross our description. Why would you do this right, perfect and email address? We're gonna say, is bob bob.com, wonderful and we hit submit and from their perspective, all that's done. If we head over to our flow, we can see.

A

Oh your flow ran successfully and if we wanted to expand and see more details on that, but we don't want to look at that right now. We just come back to our list where we'll refresh and bam. We've got the extra list right here so now we can jump off to all sorts of different directions. If we need to and do all sorts of really powerful stuff, we didn't need to be an I.t or a developer or anything else to do that. All right thanks! So much bye.