cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
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.

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

Scott

View solution in original post

18 REPLIES 18
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?

 

 

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

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.

 

 

 

 

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 

 

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!

This still does not work. I have also found many inconsistencies with mapping MS Form responses back to already existing items in sharepoint. I have even tried including a "Form ID" field within the MS form. Then in my workflow use a condition to see if the MS Form "Form ID" is equal to the Sharepoint List ID and my condition never finds a true result. It is extremely frustrating and the only way I have ever been able to get MS Form responses into a Sharepoint list is via Create item, never Update Item. 

Hi Scott,

 

I've got a Microsoft form to complete a start date of a mentoring relationship and then I want the 2nd Microsoft Form to add the End date of the relationship on the same line.

I've tried following through what you've said, however, I get an error saying it's an invalid expression for the Filter query i.e. my Mentor's Email column on my list. Any ideas why this might be happening?

I've created the Title field which is unique and is a combo of the mentor's email, mentee's email (all internal emails) and start date, which ideally I would like it to pick up and then change that record, but I'm not sure how I can pick itup as I get limited options in the Dynamic content. Any suggestions?

ScottShearer
Super User
Super User

@katrina_morris 

When using a Filter query, you must use a columns internal name what may/may not be the same as a columns display name (the name you see.

Mentor's email is not the internal name - internal names can't have spaces.

The easy way to find the internal name is to go to the list settings and click on the column name.  The internal name will be at the end of the URL after field

Give it a try!

If you still have issues, please create a new post and mention me - I will respond.

 

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

Scott

Thanks for your response.

I've updated the name, but it is still having a similar error on the Get_items stage...

The expression "MentorsEmail eq'katrina.morris@xxxxxx.org.uk" is not valid. Creating query failed.
clientRequestId: 23cc0a18-5b99-4878-b44b-fd6e507ec2ce
serviceRequestId: 23cc0a18-5b99-4878-b44b-fd6e507ec2ce

 

Any ideas what I'm doing wrong?

I'd not closed the '. It now says it's working but it didn't update the list! Just having another look at it.

I've sorted it, thank you 🙂

Is there any way I can filter on more than one column e.g. the combo of emails or the combo of emails and the start date? If not, what I've got is adequate.

hi Scott,

 

i used this flow recently and it was seemingly working - however I have recently sent form out to a number of email addresses and on return the response has auto filled all list items rather than specifically the one containing their email address. could you help?

Helpful resources

Announcements

Power Platform Connections Ep 15 | L. Baybutt | Thursday, 1 June 2023

Episode Fifteen of Power Platform Connections sees David Warner and Hugo Bernier talk to Microsoft MVP Lewis Baybutt aka Low Code Lewis, alongside the latest news and community blogs.   Use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show.        Action requested: Feel free to provide feedback on how we can make our community more inclusive and diverse.  This episode premiers live on our YouTube at 12pm PST on Thursday 1st June 2023.  Video series available at Power Platform Community YouTube channel.    Upcoming events:  European Power Platform conference – Jun. 20-22nd - Dublin Microsoft Power Platform Conference – Oct. 3-5th - Las Vegas  Join our Communities:  Power Apps Community Power Automate Community Power Virtual Agents Community Power Pages Community  If you’d like to hear from a specific community member in an upcoming recording and/or have specific questions for the Power Platform Connections team, please let us know. We will do our best to address all your requests or questions.  Action requested: Feel free to provide feedback on how we can make our community more inclusive and diverse.  This episode premiers live on our YouTube at 12pm PST on Thursday 1st June 2023.  Video series available at Power Platform Community YouTube channel.    Upcoming events:  European Power Platform conference – Jun. 20-22nd - Dublin Microsoft Power Platform Conference – Oct. 3-5th - Las Vegas  Join our Communities:  Power Apps Community Power Automate Community Power Virtual Agents Community Power Pages Community  If you’d like to hear from a specific community member in an upcoming recording and/or have specific questions for the Power Platform Connections team, please let us know. We will do our best to address all your requests or questions. 

May 2023 Community Newsletter and Upcoming Events

Welcome to our May 2023 Community Newsletter, where we'll be highlighting the latest news, releases, upcoming events, and the great work of our members inside the Biz Apps communities. If you're new to this LinkedIn group, be sure to subscribe here in the News & Announcements to stay up to date with the latest news from our ever-growing membership network who "changed the way they thought about code".         LATEST NEWS "Mondays at Microsoft" LIVE on LinkedIn - 8am PST - Monday 15th May  - Grab your Monday morning coffee and come join Principal Program Managers Heather Cook and Karuana Gatimu for the premiere episode of "Mondays at Microsoft"! This show will kick off the launch of the new Microsoft Community LinkedIn channel and cover a whole host of hot topics from across the #PowerPlatform, #ModernWork, #Dynamics365, #AI, and everything in-between. Just click the image below to register and come join the team LIVE on Monday 15th May 2023 at 8am PST. Hope to see you there!     Executive Keynote | Microsoft Customer Success Day CVP for Business Applications & Platform, Charles Lamanna, shares the latest #BusinessApplications product enhancements and updates to help customers achieve their business outcomes.         S01E13 Power Platform Connections - 12pm PST - Thursday 11th May Episode Thirteen of Power Platform Connections sees Hugo Bernier take a deep dive into the mind of co-host David Warner II, alongside the reviewing the great work of Dennis Goedegebuure, Keith Atherton, Michael Megel, Cat Schneider, and more. Click below to subscribe and get notified, with David and Hugo LIVE in the YouTube chat from 12pm PST. And use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show.         UPCOMING EVENTS   European Power Platform Conference - early bird ticket sale ends! The European Power Platform Conference early bird ticket sale ends on Friday 12th May 2023! #EPPC23 brings together the Microsoft Power Platform Communities for three days of unrivaled days in-person learning, connections and inspiration, featuring three inspirational keynotes, six expert full-day tutorials, and over eighty-five specialist sessions, with guest speakers including April Dunnam, Dona Sarkar, Ilya Fainberg, Janet Robb, Daniel Laskewitz, Rui Santos, Jens Christian Schrøder, Marco Rocca, and many more. Deep dive into the latest product advancements as you hear from some of the brightest minds in the #PowerApps space. Click here to book your ticket today and save!      DynamicMinds Conference - Slovenia - 22-24th May 2023 It's not long now until the DynamicsMinds Conference, which takes place in Slovenia on 22nd - 24th May, 2023 - where brilliant minds meet, mingle & share! This great Power Platform and Dynamics 365 Conference features a whole host of amazing speakers, including the likes of Georg Glantschnig, Dona Sarkar, Tommy Skaue, Monique Hayward, Aleksandar Totovic, Rachel Profitt, Aurélien CLERE, Ana Inés Urrutia de Souza, Luca Pellegrini, Bostjan Golob, Shannon Mullins, Elena Baeva, Ivan Ficko, Guro Faller, Vivian Voss, Andrew Bibby, Tricia Sinclair, Roger Gilchrist, Sara Lagerquist, Steve Mordue, and many more. Click here: DynamicsMinds Conference for more info on what is sure an amazing community conference covering all aspects of Power Platform and beyond.    Days of Knowledge Conference in Denmark - 1-2nd June 2023 Check out 'Days of Knowledge', a Directions 4 Partners conference on 1st-2nd June in Odense, Denmark, which focuses on educating employees, sharing knowledge and upgrading Business Central professionals. This fantastic two-day conference offers a combination of training sessions and workshops - all with Business Central and related products as the main topic. There's a great list of industry experts sharing their knowledge, including Iona V., Bert Verbeek, Liza Juhlin, Douglas Romão, Carolina Edvinsson, Kim Dalsgaard Christensen, Inga Sartauskaite, Peik Bech-Andersen, Shannon Mullins, James Crowter, Mona Borksted Nielsen, Renato Fajdiga, Vivian Voss, Sven Noomen, Paulien Buskens, Andri Már Helgason, Kayleen Hannigan, Freddy Kristiansen, Signe Agerbo, Luc van Vugt, and many more. If you want to meet industry experts, gain an advantage in the SMB-market, and acquire new knowledge about Microsoft Dynamics Business Central, click here Days of Knowledge Conference in Denmark to buy your ticket today!   COMMUNITY HIGHLIGHTS Check out our top Super and Community Users reaching new levels! These hardworking members are posting, answering questions, kudos, and providing top solutions in their communities.   Power Apps:  Super Users: @WarrenBelz, @LaurensM  @BCBuizer  Community Users:  @Amik@ @mmollet, @Cr1t    Power Automate:  Super Users: @Expiscornovus , @grantjenkins, @abm  Community Users: @Nived_Nambiar, @ManishSolanki    Power Virtual Agents:  Super Users: @Pstork1, @Expiscornovus  Community Users: @JoseA, @fernandosilva, @angerfire1213    Power Pages: Super Users: @ragavanrajan  Community Users: @Fubar, @Madhankumar_L,@gospa  LATEST COMMUNITY BLOG ARTICLES  Power Apps Community Blog  Power Automate Community Blog  Power Virtual Agents Community Blog  Power Pages Community Blog  Check out 'Using the Community' for more helpful tips and information:  Power Apps , Power Automate, Power Virtual Agents, Power Pages 

Announcing | Super Users - 2023 Season 1

Super Users – 2023 Season 1    We are excited to kick off the Power Users Super User Program for 2023 - Season 1.  The Power Platform Super Users have done an amazing job in keeping the Power Platform communities helpful, accurate and responsive. We would like to send these amazing folks a big THANK YOU for their efforts.      Super User Season 1 | Contributions July 1, 2022 – December 31, 2022  Super User Season 2 | Contributions January 1, 2023 – June 30, 2023    Curious what a Super User is? Super Users are especially active community members who are eager to help others with their community questions. There are 2 Super User seasons in a year, and we monitor the community for new potential Super Users at the end of each season. Super Users are recognized in the community with both a rank name and icon next to their username, and a seasonal badge on their profile.  Power Apps  Power Automate  Power Virtual Agents  Power Pages  Pstork1*  Pstork1*  Pstork1*  OliverRodrigues  BCBuizer  Expiscornovus*  Expiscornovus*  ragavanrajan  AhmedSalih  grantjenkins  renatoromao    Mira_Ghaly*  Mira_Ghaly*      Sundeep_Malik*  Sundeep_Malik*      SudeepGhatakNZ*  SudeepGhatakNZ*      StretchFredrik*  StretchFredrik*      365-Assist*  365-Assist*      cha_cha  ekarim2020      timl  Hardesh15      iAm_ManCat  annajhaveri      SebS  Rhiassuring      LaurensM  abm      TheRobRush  Ankesh_49      WiZey  lbendlin      Nogueira1306  Kaif_Siddique      victorcp  RobElliott      dpoggemann  srduval      SBax  CFernandes      Roverandom  schwibach      Akser  CraigStewart      PowerRanger  MichaelAnnis      subsguts  David_MA      EricRegnier  edgonzales      zmansuri  GeorgiosG      ChrisPiasecki  ryule      AmDev  fchopo      phipps0218  tom_riha      theapurva  takolota     Akash17  momlo     BCLS776  Shuvam-rpa     rampprakash  ScottShearer     Rusk  ChristianAbata     cchannon  Koen5     a33ik  Heartholme     AaronKnox  okeks      Matren  David_MA     Alex_10        Jeff_Thorpe        poweractivate        Ramole        DianaBirkelbach        DavidZoon        AJ_Z        PriyankaGeethik        BrianS        StalinPonnusamy        HamidBee        CNT        Anonymous_Hippo        Anchov        KeithAtherton        alaabitar        Tolu_Victor        KRider        sperry1625        IPC_ahaas      zuurg    rubin_boer   cwebb365   Dorrinda   G1124   Gabibalaban   Manan-Malhotra   jcfDaniel   WarrenBelz   Waegemma   drrickryp   GuidoPreite   metsshan    If an * is at the end of a user's name this means they are a Multi Super User, in more than one community. Please note this is not the final list, as we are pending a few acceptances.  Once they are received the list will be updated. 

Check out the new Power Platform Communities Front Door Experience!

We are excited to share the ‘Power Platform Communities Front Door’ experience with you!   Front Door brings together content from all the Power Platform communities into a single place for our community members, customers and low-code, no-code enthusiasts to learn, share and engage with peers, advocates, community program managers and our product team members. There are a host of features and new capabilities now available on Power Platform Communities Front Door to make content more discoverable for all power product community users which includes ForumsUser GroupsEventsCommunity highlightsCommunity by numbersLinks to all communities Users can see top discussions from across all the Power Platform communities and easily navigate to the latest or trending posts for further interaction. Additionally, they can filter to individual products as well.   Users can filter and browse the user group events from all power platform products with feature parity to existing community user group experience and added filtering capabilities.     Users can now explore user groups on the Power Platform Front Door landing page with capability to view all products in Power Platform.      Explore Power Platform Communities Front Door today. Visit Power Platform Community Front door to easily navigate to the different product communities, view a roll up of user groups, events and forums.

Microsoft Power Platform Conference | Registration Open | Oct. 3-5 2023

We are so excited to see you for the Microsoft Power Platform Conference in Las Vegas October 3-5 2023! But first, let's take a look back at some fun moments and the best community in tech from MPPC 2022 in Orlando, Florida.   Featuring guest speakers such as Charles Lamanna, Heather Cook, Julie Strauss, Nirav Shah, Ryan Cunningham, Sangya Singh, Stephen Siciliano, Hugo Bernier and many more.   Register today: https://www.powerplatformconf.com/   

Users online (4,307)