cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

Complex advanced flow

This group/page has been great so far! Now I am wanting to do something very complex and I don’t know where to start since there isn’t a lot of videos out there on Flow and Excel.

I have self-taught myself Flow but I have ran into some situations in the past that it doesn’t work.

I am a travel agent and I specialized in groups (especially weddings!). I want to find a way to automate my group process as much as possible and take my business to the next level!!

Now I understand that Microsoft Flow may not be able to do everything I want it do but anything that can do to help automate a few things would be amazing!!!!

I understand this is very complex and I think way above my knowledge of Flow to do so I am asking for help and any feedback would be greatly appreciated!

If you have any questions please let me know!

 

What my plan is:

Have form where guests of a wedding group fill out to book their trip. I know I will need to do some specific branching depending on if it is 1, 2, 3,4 or people in a room (or matrix chart with pricing?) and different options with different pricing.  I can do this but I didn’t want to do this unless

What I have done in the past/do now:

Copied and pasted the information from the Form:

Into my numbers sheet

Into my rooming list

Onto a spreadsheet that had all the clients information

Name, Address, etc.

Now I know that doesn’t seem like a lot of work to copy and paste everything but when you are doing it over 500 times a year it adds up.

  1. Numbers Spreadsheet

 

Numbers SpreadsheetNumbers SpreadsheetRoom Number (has to be a unique number)

Passenger Counter just counts the numbers

(Numbers are a general sum equation)

What I want it to do:

  • Transfer over First & Last Name
  • Room Number (Unique Number-auto generated?)
  • If possible put a 1 under the correct city(if possible/ or can do separate cities each on a different sheet). Or a way around this?
  • I know this is probably a long shot but if there is a way when room type counter hits 0 it sends an approval instead?

 

  1. Rooming List

Rooming List SpreadsheetRooming List Spreadsheet

Pull the information from the form and input it into the spreadsheet:

  • Last Name Under the Surname Field
  • First Name under the Given Name Field
  • Put Middle Name under the Given Name Field (this may or may not have a value depending on if they have a middle name on their passport.
  • Title under Title
  • Put Date of Birth (would be in the format that it is entered in on Forms, doesn’t really matter)
  • Duration would be a choice option on the forms ( I can fill in Departure Date prior or after )
  • Departure Gateway (would be city/ would be a choice option on form)
  • Room Type (would be a few options/choices to select from in the form)
  • Special Requests would be a free form field for guests to fill out

 

  1. Make a reservation Sheet

It would take ALL the information inputted in the form, for example:

  • Everyone’s names as per passports, birthdates, city, etc. and make a document with all that information but then have a spot at the bottom
  • Don’t want to just print the Microsoft form (if possible) because of all the branching it would be like 5+ pages per a room and like something that is one page if possible

 Doesnt have to be an excel but did it for ease before.  If  it can autogenerate the pricing based off of the microsoft form( if i can build it in there that would be great!) This just needs to be a one page summaryDoesnt have to be an excel but did it for ease before. If it can autogenerate the pricing based off of the microsoft form( if i can build it in there that would be great!) This just needs to be a one page summary

  1. Other stuff

Will have an email sent as soon as I receive the form to the guest going over the details they submitted, etc.

Out send an event/reminder for their calendar for the group final payment. (I will only need one in my calendar/ can manually add if need be)

Have in the email that sends the credit card authorization form (or I can call have done that in the past)

 

THANK YOU IN ADVANCE!!! 

 

8 REPLIES 8
v-yamao-msft
Community Support
Community Support

Hi @samanthafinnie,

 

Have you formatted the excel file as a table?

It seems that there are some special formats in your Excel file. I am afraid that it might be not possible for flow to check columns that outside of a table.

Say I am having a table likes below. When trying to populate them with forms fields, only columns within the table are available.

1.PNG2.PNG

I am afraid that a table with no special format is needed when you want to insert data from forms to it.

Once the table is available, it would be possible to save submitted details into the table.

Besides, about other staffs:

  1. It is possible to send an email to the guest, just add the action Send an email and use the dynamic contents from the previous action as details.
  2. It could be achieved by using the action Create event on your own calendar.
  3. I assume that you could add the credit card authorization form as an attachment of an email.

 

Best regards,

Mabel

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hello Mabel, thank you so much for this information. I will try doing it that way and see if it works for all the other spreadsheets or how I can work it that way. It very much helps to determine which way I need to go with it. Again I have made a few flows but not with Excel. Thank you!

Hi @samanthafinnie,

 

I'm always worried when a flow is described as complex.

 

Reading Excel files can be done suing tables, however I found that creating the tables actually restricted me too much. Hence I used the Graph API in FLow to read the data. No need for tables and it is a lot faster.

 

https://veenstra.me.uk/2018/10/17/microsoft-flow-read-large-excel-files-within-seconds-without-creat...

 

Ok, I understand that this might be a bit more of a technical solution but it might work for you too. Before I go into too mcuh detail. Are you looking to use the standard Excel actions or would you be interested in looking into somethign like the Graph API to get your data from the Excel spreadsheets?

 

Hello @Pieter_Veenstra

Thanks for your information. 

 

I am trying to put the data from the form into the spreadsheet. I dont know if your response will work or not.  Let me know. 

 

Let me know, 

Samantha

@v-yamao-msft

 

Thanks so much for all the information so far-- it has really helped  for doing the rooming list. I will be working on the other sections soon. 

 

I am trying to do a condition that if on the form it says 1 person (or 2, etc.) that it only inserts those amount of rows. 

 

I have tried it a few ways and it either comes back with inserting 1 or 3 rows. 

Overall flow:

Screenshot_2.pngScreenshot_3.png

 

 

 

tried this is as well

Using Null value?Using Null value?Also tried it as a compose and that didnt work. 

 

The main point of it is that I do not want it to input any information if there is no value in that form. 

 

Thank you again!

 

Hi @samanthafinnie,

 

Do you want to left the column on Excel blank when there is no value from Microsoft Forms?

Please try the following code. If there no value from forms, it will return a null value, otherwise, return the value itself.

if(empty(body('Get_response_details')?['r514df089a75647199268abd10ef0be4e']),'',body('Get_response_details')?['r514df089a75647199268abd10ef0be4e'])

I have made a simple test likes below, please take it for a reference.

1.PNG

 

 

Best regards,

Mabel

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hello @v-yamao-msft

 

Sorry if i didnt explain that right. It was late at night when I was working on it. 

 

There is required field in the Forms so all of would never be completely blank. 

 

Here is an example of my form (did it so you can duplicate it to understand how I did it)

https://forms.office.com/Pages/ShareFormPage.aspx?id=IQG5MntSTU-1WZIjLSiTfoNNYh1fQQtDmdQ2FDNbrFFUM0Q...

 

I have it branched out so can click the number of Adults in the room. Most times it is only 2 adults in the room but the room can accomdate 3 adults (or it can just be 1) in the room so I have to have that as an option. 

 

I want it so if there is only  1 or 2 Adults in the room it doesn't add an a third line in my spreadsheet it only adds the number of guests booked.. It only adds the information for the Adults 1 booked. Further to that I dont just want to leave form information blank(example below on what I mean) because that information is necessary if there is a 3rd Adult in the room. 

 Screenshot_15.png

 

I am also going to come into the situation with the children as well  since it will insert a row for each child. Some rooms may or may not have kids. I dont know if i will be able to figure how to do this out based on the above answer to this question or not. 

 

Thank you so much for your help!!! I know it is a complex situation but you have no idea of how much time this will save me if this will work. 

Thank you again!!!

Samantha

@v-yamao-msft

I was wondering if you were able to help me with my previous situation. It is when there is no value in a specific form field. 

Thanks!

Samantha 

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (1,778)