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shertech25
Helper III
Helper III

Transfer Microsoft Form Details onto an individual folder during approval

Hi all!

 

I like to check if its possible to convert all info keyed on Microsoft form and be translated onto an individual file and be attached on Microsoft Team during approval. I know that its able to set attachment to the approval, just like to check if its possible to convert those info to PDF folder and only that one person's form can be seen throughout the whole request process (meaning out of the 100 people, the other 99's forms wont be reflected)

 

shertech25_0-1627007394653.png

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @eric-cheng 

 

Somehow the content now appears, I dont think I did anything different hahah. To attach the file on Microsoft Team Pop-up do i put it under "Item Link"? 

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16 REPLIES 16
eric-cheng
Solution Sage
Solution Sage

Hi @shertech25 ,

 

You can use the Get response details action to retrieve all your answers from a submitted form.

 

ericcheng_0-1627008275886.png

 

You can then do several things depending on your requirements:

 

1) Create a list item with the information and add a link to the approval

2) Write to an Excel and add that as an attachment to a list item and add a link to the approval

3) Write to an Excel and add to a document library and add a link to the approval

4) Insert to approval as markdown

 

You can replace Excel with PDF if you have the relevant connectors or capability.

 

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Hi @eric-cheng , thanks for getting back! 

 

Between Excel and PDF, would Excel be less complicated? Can I have a certain template on PDF/Excel, and for the details to be reflected accordingly? (Like a real form format) Or I can only reflect it this way:

shertech25_0-1627009727456.png

 



So after the "Get Response Details", would be steps shown in this video: https://www.youtube.com/watch?v=CZ3ViZ-XrF8 ??

Hi @shertech25 ,

 

For Excel, you would probably need to:

 

1) Create a blank Excel template and store it in a document library

2) When a flow is triggered, it will make a copy from the template

3) Use the Add a row into a table action to insert a row into the form response

4) Attach the link of the Excel to the approval task

ericcheng_0-1627010803595.png

 

For PDF, you can simply create a HTML template and generate the PDF.  It would look nice but your options to create a PDF would be to:

 

1) Use the OneDrive for business function 

2) Use a 3rd party e.g. Plumsail, Encodian

3) Create a custom API

 

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Hi @eric-cheng 

 

Is it possible that whenever a new form is being submitted, a brand new excel/pdf can be created and the inidividual/unique responses can be captured with only the responses of that particular requestor to be reflected on Microsoft team during approval? (Meaning the excel wont reflect the responses of the other requestor)

 

How should I do that?

Hi @shertech25 ,

 

Sure.

 

1) Create an empty Excel with a table as a template and upload to a document library

2) Create a flow with the Forms trigger

3) As part of the flow, Get response details for the submitted form, make a copy of the empty template from step 1 and name it with some identifier of the requester e.g. requester email and add rows based on the response. 

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Hi @eric-cheng 

shertech25_0-1627626200109.png

shertech25_1-1627626227910.png

 

Not sure how should I get the file to be reflected 😕

eric-cheng
Solution Sage
Solution Sage

Hi @shertech25 ,

 

I created an Excel template with a table and 4 columns and uploaded it to a document library as template.xlsx

 

ericcheng_0-1627627317064.png

 

2) I created a form with 3 questions

 

ericcheng_1-1627627428830.png

3) Flow below

 

MS Forms trigger and get response details

ericcheng_2-1627628314306.png

Get file content to get the template.xlsx and then Create file to a new library to store responses.  I used the responder email as the filename

ericcheng_3-1627628392994.png

Get file properties and pass identifier to Get Tables

ericcheng_4-1627628437609.png

Use a Add a row to table

ericcheng_5-1627628514777.png

 

Created excel

 

ericcheng_9-1627628752135.png

 

 

 

ericcheng_7-1627628596637.png

 

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Hi @eric-cheng 

 

Thank you so much for the super detailed explanation!!

 

shertech25_0-1627629926849.png

Can the excel file be attached onto Microsoft Approval? (As attachement or something) Because if i were to convert to file, I wont be able to see the dynamic

shertech25_1-1627630144986.pngshertech25_2-1627630166426.png

 

 

 

Hi @shertech25 ,

 

You can use a get file content and then pass it as an attachment.  Heres an example.

 

 

Hi @eric-cheng ,

 

I managed to attached it onto email (as shown). However, im not sure why it doesnt reflect anything. 

shertech25_0-1627659920149.png

Also, is it possible to have the excel attached here? I tried to put "File Content" under "item link" but error 😞

 

shertech25_1-1627660028899.png

 

Hi @shertech25 ,

 

Can you screenshot your flow and how you are getting file content?

 

Screenshot_20210731-020315_Chrome.jpg

 

Screenshot_20210731-020346_Chrome.jpg

Screenshot_20210731-020507_Email.jpg

 

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shertech25_0-1627701160884.png

shertech25_1-1627701265352.png

shertech25_3-1627701300643.png

 

Hi @shertech25 ,

 

You should have 2 File Content in your flow, 1 at the beginning for your template and 1 after creating a copy and adding rows.  Please check you are attaching the 2nd File Content.

 

In regards to your other question, you can use an identifier as part of the filename?  You can use timestamp or the Forms Request ID.

 

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I have 1 "Get file content using path" to retrieve the template at the beginning, and another "Get file content" after the "Add a row into a table" to retrieve the new excel file. I think that's the same as what you're saying right? 

shertech25_2-1627703617082.png

And this is what I did at the Approval:

shertech25_3-1627703652478.png

That's why I did have the file reflected on Email, but not on the pop-up on Microsoft Team. The content in the excel file also doesnt reflect the result

 

 

If I were to use Form's ResponseID or SubmissionTime as identifier, I got an error

shertech25_0-1627703315591.png

shertech25_1-1627703339158.png

 

 

eric-cheng
Solution Sage
Solution Sage

@shertech25 

 

Check the run history and remove any special characters in the filename.  Also, you should be setting the filename in your Excel Create File action.

Hi @eric-cheng 

 

Somehow the content now appears, I dont think I did anything different hahah. To attach the file on Microsoft Team Pop-up do i put it under "Item Link"? 

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