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SaudAbulala
Regular Visitor

Create Microsoft form which is unique to a flow

Hi all,

 

I have a multi-step vendor & PO confirmation process where I have to go back and fourth between the vendor and get the needed approvals from internal business units each step along the way. 

 

The process starts with the vendor filling a MS Form which triggers the first flow (Vendor Registeration), whose completion triggers the second flow (PO Confirmation). In general, each flow consists of different approval cycles from different internal business units and ultimately the vendor themselves. All input is collected at each step in MS Form, whose link is sent in an email. 

 

The reason I decided to use MS Form as the way to collect input is because sometimes the vendor / business units have to upload files (Offers / Legal Documents), using forms is the simplest and most direct way to control the process. 

 

 

The Situation: The vendor sends an offer in the form of an excel sheet (uploaded in a form), this triggers an email that is sent to the appropriate business unit for review. Now the business unit will modify that same excel sheet and send it back to the vendor (also uploaded through forms). 

 

The Issue: I need a way for the next flow to recognize that the response from the form is a continuation for an ongoing process, since we will have many vendors but will reuse the same form. 

 

My Quick Fix: What I did is create a SharePoint list which acts as central repository. Each vendor has a unique ID and the first question in each form is to ask the business unit to enter the vendor ID, and then add logic within the flow to retrieve the email of the vendor from the list based on the input ID.

 

 

I don't entirely like this solution since it asks the user to input the ID manually and I think there has to be a better way.

The ideal solution would be to create a unique form each time or have it be prefilled upon clicking the link. Although I don't this functionality exists.

 

I have been thinking about this for a week now and I don't see a user-friendly way to solve this.

1 REPLY 1
PowerAppsWizard
Responsive Resident
Responsive Resident

Hi,

Quite complex your description. Just some small idea to your quick fix solution. Where and how is the unique vendor ID created? Could you query this ID? If yes, maybe you could use a customized forms in the sharepoint list to query this ID from the data source created this ID. Than at least it would be no manually entry and could be a drop down or similar.

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