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PA-Noob
Frequent Visitor

Microsoft Form - Link form response to List record automatically

Hi everyone,

 

I have an hypothetical question:

From a MS list, I send a feedback form (MS Form) via email. How can I link the response submitted back to the record in my list?

 

I first thought to pre-populate the form with a reference number (like a record ID), then when the form is submitted, Power Automate can read that ID, find the record and populate the answer.

 

Alternatively, is there a way to use Power Automate to generate an ID for the form, send the URL to a respondent, store the ID in my list so that the response could be automatically populated in my list upon submission?

 

Last idea, if PA send a form as usual, is it possible to design a flow to get the response and send an email to a user account requesting a record ID. Then, the user reply to the email with the code and PA use that record ID to populate the answer to the corresponding record?

 

Can any of this be done?

This or anything else allowing to link a form and a record?

 

Many thanks for sharing your expertise,

 

PA-Noob

1 ACCEPTED SOLUTION

Accepted Solutions
PA-Noob
Frequent Visitor

In case it is of interest for anyone else:

 

Yes, it is possible to customise the URL of a MS Form with an ID to associate the responses to an existing record of a MS List.

- First you need to access your form and create a question that will hold the identifier of you choice.

- Then, click the three dots on the top right corner and go to "Get Pre-Filled URL".

- Once in the new window, toggle "Enable pre-filled answers" at the top of the form.

- Now, fill the question you just created with a random ID (referred as "value" from now) and click "Get Prefilled Link" at the bottom of the form.

 

This URL points to the form, the question to fill, and provides the value to add.

Example: https://forms.office.com/Pages/ResponsePage.aspx?id=FORMID&QUESTIONID=VALUE

 

Where FORMID is the unique identifier of your form.

           QUESTION ID is the unique identifier of the question to fill.

           VALUE is the value to input in the question (all special characters will be encoded).

           Do not forget the "&" between the two IDs.

 

- Now create the Power Automate flow of your choice.

- Create a Compose action and paste the URL you obtained, delete the VALUE after the "=" and add the dynamic element generating the input of your choice.

- Again, note that, if your input has anything else than numbers or letters, you will need to substitute VALUE with formula and use the expression on your dynamic content "

encodeUriComponent(DYNAMIC CONTENT)".
 
The generated URL can now be sent via email and upon submission of the response, you can set a flow to use the VALUE to identify your MS List item and update it with the responses.
 
Note: If you conduct some testing with these URLs, always paste a new URL in a new tab. For some reason, pasting a form URL in a tab for the first time will correctly display the VALUE in the form. However, but pasting a new URL with a different value in that same tab will not refresh the value. I only does it when using a new tab (for me at least).
 
Hope it makes sense,
 
PA-Noob

View solution in original post

1 REPLY 1
PA-Noob
Frequent Visitor

In case it is of interest for anyone else:

 

Yes, it is possible to customise the URL of a MS Form with an ID to associate the responses to an existing record of a MS List.

- First you need to access your form and create a question that will hold the identifier of you choice.

- Then, click the three dots on the top right corner and go to "Get Pre-Filled URL".

- Once in the new window, toggle "Enable pre-filled answers" at the top of the form.

- Now, fill the question you just created with a random ID (referred as "value" from now) and click "Get Prefilled Link" at the bottom of the form.

 

This URL points to the form, the question to fill, and provides the value to add.

Example: https://forms.office.com/Pages/ResponsePage.aspx?id=FORMID&QUESTIONID=VALUE

 

Where FORMID is the unique identifier of your form.

           QUESTION ID is the unique identifier of the question to fill.

           VALUE is the value to input in the question (all special characters will be encoded).

           Do not forget the "&" between the two IDs.

 

- Now create the Power Automate flow of your choice.

- Create a Compose action and paste the URL you obtained, delete the VALUE after the "=" and add the dynamic element generating the input of your choice.

- Again, note that, if your input has anything else than numbers or letters, you will need to substitute VALUE with formula and use the expression on your dynamic content "

encodeUriComponent(DYNAMIC CONTENT)".
 
The generated URL can now be sent via email and upon submission of the response, you can set a flow to use the VALUE to identify your MS List item and update it with the responses.
 
Note: If you conduct some testing with these URLs, always paste a new URL in a new tab. For some reason, pasting a form URL in a tab for the first time will correctly display the VALUE in the form. However, but pasting a new URL with a different value in that same tab will not refresh the value. I only does it when using a new tab (for me at least).
 
Hope it makes sense,
 
PA-Noob

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