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MasterBruce
Helper I
Helper I

Update SharePoint List record with MS Form response

Can someone advise if it is possible to update an existing record on a SharePoint list when a user submits a response to MS Forms?

1 ACCEPTED SOLUTION

Accepted Solutions

@MasterBruce 

See my example below.  The column name in the filter query is the column's internal name which may not be the same as the display name.

image.pngimage.pngimage.pngimage.pngimage.png

Let me know if you have additional questions.

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Scott

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11 REPLIES 11
ScottShearer
Super User
Super User

@MasterBruce 

Yes it is but there needs to be a way to link the response from Forms to the list item. Then you would use a filter query to find the related item.

Is there a value that will be returned by Forms that will allow you to uniquely identify a specific row of data in the SharePoint list?

 

 

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Scott

@ScottShearer Thanks for your reply. I've been trying to solve this for a while now.

 

The SharePoint list contains all the fields that are recorded on the MS Form, plus some more that are entered later. 

 

These include: forename, surname, date of birth, email address and other basic demographics.

 

Ideally, if I could get the Flow to update once finding a match for the surname and date of birth, or the email address, that would be perfect.

 

Do you know of any examples that I could try and apply to my own scenario? Thanks very much for your help.

ScottShearer
Super User
Super User

@MasterBruce 

Probably the best way would be to use the email address.

Can you tell me:

  • if the Form is anonymous?
  • can external users submit the form?
  • is the email address entered supposed to be for the person who is submitting the form?
  • should there be just 1 and only 1 entry for each email address?

Please provide the information above and I'll provide an example.

 

 

 

 

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Scott

Hi @ScottShearer 

 

Thanks for this! Very helpful.

 

Yes, the Form is anonymous and external users submit the form. The email address is the email of the individual responding and yes, only 1 entry for each email address.

 

Cheers!

@MasterBruce 

See my example below.  The column name in the filter query is the column's internal name which may not be the same as the display name.

image.pngimage.pngimage.pngimage.pngimage.png

Let me know if you have additional questions.

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
MasterBruce
Helper I
Helper I

@ScottShearer Thank you for putting this together. I'm going to test it today and see how I get on.

 

Just a quick question - if a new user submits the form who is not yet on the list, will it just record the form response on the list or do I need to make an amendment for that to work?

ScottShearer
Super User
Super User

@MasterBruce 

If the email does not exist and you want to add it, add a condition per my example below.  Bu sure to convert the email to lower case when you add it so that it will match.

image.png

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

Hi @ScottShearer - I've been trying to get this working over the past day or so. When I get to the 'Get Items' part, I select the Email Address field within Filter Query. However, I am unable to do anything further there and can't add the expression to covert to lowercase.

 

Also, the 'add dynamic content' link doesn't appear for me on the right side.

MasterBruce
Helper I
Helper I

Hi @ScottShearer 

 

So, now I am able to see the add dynamic content link and when I select 'Email address' I then am not to sure what to do with the expression.

 

Screenshot 2022-02-09 at 17.37.28.png

MasterBruce
Helper I
Helper I

@ScottShearer So, after a little more work I have managed to create the flow. However, I have just tested it with a dummy form response and the flow has failed with the following error.

 

Do you have any ideas? Again, thanks for your help here!

 

Screenshot 2022-02-10 at 13.06.43.png

MasterBruce
Helper I
Helper I

@ScottShearer 

 

Apologies for yet another message, but I've managed to work round the previous error. Forgot the single quotes! The flow is now running successfully but when I look at the SP List, the data isn't importing from Forms.

 

Again, I'd really appreciate your help here. Feels like I'm so close!

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