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mobilismexico
Helper I
Helper I

Trigger Forms actions one time only, not after each submission

Hi.

 

I want to take actions on an existing Forms that is already responded by everyone. Hence, it makes no sense to trigger when a Response is submitted. If I trigger manually, I do not know how to get a list of responses, the Lists do not show on the Dynamic responses window.

 

Any ideas? 

 

mobilismexico_0-1627142475167.png

 

1 ACCEPTED SOLUTION

Accepted Solutions

I don't have a Forms button in my Excel desktop app. I found this article regarding Excel Online and Forms, so I'll assume that that's the only way to go:

Microsoft Forms and Excel workbooks - Excel

 

thank you, @DamoBird365

View solution in original post

7 REPLIES 7
Pstork1
Dual Super User III
Dual Super User III

There's no real way to avoid triggering the flow based on when a response is submitted.  You can turn the flow off after all the responses have been submitted, which will keep it from triggering again.  But to get the response details you need the Form ID and the specific Response ID.  But there is no way to get all the Response ID's that have been submitted in the past.  The When a Response is submitted trigger also doesn't support trigger conditions so there is no way to prevent it there.  You really have only two choices.

1) Turn the flow off after receiving the responses.

2) Have something in the form response that tracks who submitted it.  Save that information to a data source like a SharePoint list.  When a new response is submitted check to see whether that person has already submitted a form.  If they have just exit the flow.



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DamoBird365
Community Champion
Community Champion

Hi @mobilismexico 

 

If you build the form direct from excel, it will save all responses to a table in that excel file WITHOUT a flow.

 

DamoBird365_0-1627147097073.png

 

Then, when you are ready, create a manual flow that uses the list rows present in a table.  If you are concerned about users responding more than once and it is an internal form, just tick one response per person.

 

DamoBird365_1-1627147200284.png

 

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Cheers,
Damien


P.S. take a look at my new blog here and like & subscribe to my YouTube Channel thanks 😉

 

I don't have a Forms button in my Excel desktop app. I found this article regarding Excel Online and Forms, so I'll assume that that's the only way to go:

Microsoft Forms and Excel workbooks - Excel

 

thank you, @DamoBird365

View solution in original post

Hi @mobilismexico 

 

It sure is an O365, Excel Online feature.  Are you able to give that a go?

 

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Cheers,
Damien


P.S. take a look at my new blog here and like & subscribe to my YouTube Channel thanks 😉

jason_c_wyatt
Advocate IV
Advocate IV

Forms responses are sequentially numbered with IDs from 1 onwards to you can loop through them from 1 to where N is the last response number ID. 

Interesting approach, @jason_c_wyatt,

Would you happen to have an example that I can look at?

jason_c_wyatt
Advocate IV
Advocate IV

jason_c_wyatt_0-1627312534155.png

 

Get back to me if this makes no sense.

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