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Anonymous
Not applicable

Populate Word with Checkbox

Hello there,

 

I'm trying to fill a Word template with answers given in a Forms survey.

For text input everything works fine. Flow and Forms are doing what they should but in my template i have 3 checkboxes that arn't displayed in Flow.

 

I use the checkboxes that were added by activating the dev ribbon and gave every checkbox a name to make them distinguishable.

Anmerkung 2019-11-13 152008.png (Word Screenshot of the checkbox)

 

Can someone tell me how to get those boxes activated by flow?

 

Thanks in advance!

36 REPLIES 36

Yes, it's a little tedious, but the easiest way is to do one for every case. So you would need a variable for each choice as a checkbox, then you would go through the options. For a multiple option choice in a Microsoft form the answer is sent as an array. An example would be ["This is the first option", "Another option", "So on and so forth"]

You would then set up several conditions that check for all or a unique portion. Pseudo example is:

If (answers contain "first option")

then answer1checkbox = checked

If (answers contain "another option")

then answer2checkbox = checked ////this will fail because it is case sensitive, make sure you use the right case or handle otherwise

If (answers contain "So on")

then answer3checkbox = checked

 

This assumes you've set them all to unchecked at the beginning. 

Then you plug them into the template and it will work.

Anonymous
Not applicable

Hi Jdoss, 

I am trying to do something similar but I can't seem to figure out how to get it to work. Do you apply the string variable after filling in the word template? Would you be able to send screenshots of your full power automate script? 

@v-bacao-msft @yashag2255 @jdoss @emilyh @UrklnmeMS @lolla70 @Anonymous @ustephen  

This is straight forward using Encodian's Populate Word action. Normally with Encodian's actions, you would not need to use content controls. But for checkboxes, you do.

 

Edit the content control properties, add an item tag to the title of this content control using the following syntax:

<<check [conditional_expression]>>

Here, conditional expression defines a condition upon which the value of the checkbox content control is to be set to checked (or unchecked, if the condition is not met). The conditional expression must return a Boolean value

While populating the word document, a conditional expression declared within a check tag is evaluated and the value of its containing checkbox content control is set accordingly. The check tag itself is removed then. 

For an overview of how the syntax works: Template Syntax Overview – Encodian Customer Help. For overview of Conditional Expressions: Conditional Expressions. Checkbox support article is coming soon!

 

I tested it on my end...works well 🙂

 

AlexEncodian_1-1691017031769.png

 

 

I really need that solution, though I dont know the exact steps . is there any video illustrates a step by step process?

or any graphical one.

thank you and I hope you will see my reply

rj0435
Advocate I
Advocate I

Crazy how this thread is still running, sorry I'm late to the party. @FawazYelda what are you attempting to accomplish?  

In your word template add a plain text control and give it a name, see below:

jdoss_0-1704921286675.png

Then check to see if your form has the box checked, like mail or pickup in this example: https://powerusers.microsoft.com/t5/Building-Flows/Populate-Word-with-Checkbox/m-p/751269#M103427

If mail is selected the mail check box is checked if not it is unchecked.

 

Then in the "populate a Microsoft Word template", add the variable for the input of the checkbox you named earlier.

 

 

FawazYelda
Frequent Visitor

Hey rj0435, I want a solution for the question mentiond by anonymos 

Populate Word with Checkbox

rj0435
Advocate I
Advocate I

@FawazYelda follow jdoss's

instructions on the following link. https://powerusers.microsoft.com/t5/Building-Flows/Populate-Word-with-Checkbox/m-p/403335#M46094

This will work, there are some things that the documentation states will not work but it will. 

@jdoss Thanks! I understood the idea (I think lol). But I dont know where to put the step in the flow.
PSB the flow.

FawazYelda_0-1704954081671.png

Web capture_11-1-2024_01922_make.powerautomate.com.jpeg

I did it now, it was easy (for people who worked a lot on Power automation). I'm only one week old in this platform. I have another question now @jdoss and @rj0435 . how to work with multiple choices checkboxes? hopefully there is something easy to use in the flow function 

for example, ☐ YES ☐NO   ☐ I DO NOT WISH TO ANSWER 
another example 

☐ FRIEND                        

☐ SIGN/BILLBOARD                         

☐ School Announcements                  

☐ SOCIAL MEDIA

In power automate you can use a function and implement the question. For a multiple choice question it will be an array and you can check to see if the answer is in there. So something like

if(contains(outputs('Get_response_details')?['body/r68f991a58aa5481e88c296485e6a73b0'], 'Friends'),variables('checked'), variables('unchecked'))
 
This would assume you have created variables for the checked box and the unchecked box. Also the red text would be where you select the question from the dynamic content. Let me know if you need more explanation or images.

@jdoss I gave up! I dont know what to do exactly in the Word Template. shall I create a text control for each choice ?

thanks for your help 

 

mohammadsor
Frequent Visitor

We can use the following codes to generate checkboxes in Power Automate and fill the Plain Text Content Controls with them in the word templates:

checkbox with tick: uriComponentToString('%E2%98%91'

checkbox without tick: uriComponentToString('%E2%98%90')

mohammadsor_0-1710697110981.png

 

@jdoss  your the boss thanks man 

 

@jdoss Kindly can you create some step-by-step pics for the example below if I have  3 items or more to check the boxes next to them ?
Employee
Not employee
Private business

There are pictures here with some of the steps: https://powerusers.microsoft.com/t5/Building-Flows/Populate-Word-with-Checkbox/m-p/403335#M46094 

But basically you just need to determine in the flow whether or not your box should be checked and figure out how you want to store it. You can use a condition and if true check the box (store it in a variable) or you can use the compose function to do a multiline if you can use functions to determine the check or not checked (if you store them in a variable earlier in the flow). Something like: 

jdoss_0-1716997165910.png

Where the functions would be: 

{
  "type": "Compose",
  "inputs": "@{if(equals(body('Get_response_details_2')?['r5b9475196fd0442abec1be3f1fde1d07'],'Employee'),variables('Checked'),variables('Unchecked'))}Employee\n@{if(equals(body('Get_response_details_2')?['r5b9475196fd0442abec1be3f1fde1d07'],'Not Employee'),variables('Checked'),variables('Unchecked'))}Not Employee\n@{if(equals(body('Get_response_details_2')?['r5b9475196fd0442abec1be3f1fde1d07'],'Private Business'),variables('Checked'),variables('Unchecked'))}Private Business\n",
  "runAfter": {
    "Compose_2": [
      "Succeeded"
    ]
  }
}

For those wondering about how the copy/paste of the checkbox works, it's not an image.  It's unicode, which fonts support.   Also, the size of the checkbox cannot be copy/pasted.  You have to do that in the word doc.  Highlight the text control and increase the font size. 

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