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Omar
Advocate I
Advocate I

forms delete all responses

It would be great to have an action that when triggered deletes a response or possibly all responses. Due to GDPR having data saved both in Forms and in SharePoint (if the form data is copied into SharePoint) is not ideal and there is currently no way to automate the deletion of the responses from within Flow. I know all of the responses within a form can be deleted from within the Forms action menu so having something similiar as an action within Flow would be great.

62 REPLIES 62

For clarity:

I have tried the API call with each of the varying parameters:

  • formapi/api/[actual string for tenant id]/users/[actual string for user id/object]/forms('[actual string for form id]')/responses

  •  

    formapi/api/forms('[actual string for form id]')/responses

  • formapi/api/[actual string for tenant id]/users/[actual string for user id/object]/forms('[actual string for form id]')/responses('[actual string for response id')

  • formapi/api/[variable for tenant id]/users/[Variabel for user id/object]/forms('[variable for form id]')/responses

  • formapi/api/forms('[variable for form id]')/responses

All fail with the same "Unauthorized" error.

clh
Advocate I
Advocate I

Two things...

 

This is incorrect with the /responses part and putting the responseId in parentheses.

  • formapi/api/[actual string for tenant id]/users/[actual string for user id/object]/forms('[actual string for form id]')/responses('[actual string for response id')

DO NOT enclose the responseID in any quotes, single or double.  It is an integer value, not a string.  I.e., .../responses(16)   or whatever the responseId is instead of the 16.  (Still do use parentheses, but no quote marks.  FormID DOES get surrounded by single quotes/apostrophes inside parentheses.)

 

See this previous post that details exactly how all of the various values work...
https://powerusers.microsoft.com/t5/Building-Flows/forms-delete-all-responses/m-p/2446052/highlight/...

 

 

One other thing just occurred to me that could be tied to permissions.  If the account that the Automate is running under is not the same account that the Form was built under (the account that owns the form), I believe the user ObjectId needs to be the objectId of the account that owns the form, NOT the objectId of the account running the Automate.

And of course, the account running the Automate must have permissions to the Form.

 

But if the Automate is running under the same account that owns the form, then the user ObjectId would be the same anyway, and it would obviously have permissions to the form.

/formapi/api/@{outputs('TenantID')}/users/@{outputs('User_ID')}/forms('@{outputs('FormID')}')/responses

I'm storing the tenat id/user id/form id in compose just to avoid lengthy expressions. Also check the Site Address.

Only for the forms you have to give ('') and for the rest no () or ''

10b2404f-5bc2-434a-85ec-fa40790a7995.jpg


Please make sure to use in this format to give a shot ?

Verbatim:  /formapi/api/@{outputs('TenantID')}/users/@{outputs('User_ID')}/forms('@{outputs('FormID')}')/responses

MTMattManley_2-1712313661804.png

 

I tried both with and without the ' string containers around the TenantID and UserID and got the same results.

Results:  

MTMattManley_0-1712313020139.png

And I also triple checked my TenantID and my user ObjectID.

To add insult to injury, if I post the API to forms.microsoft.com as a GET - It returns the results.

https://forms.office.com/formapi/api/@{TenantID}/users/@{UserID}/forms('@{FormID}')/responses

 

Did your windows password have changed recently ?

Hey @MTMattManley 

Just double check the "Site Address" in the "Send an HTTP request to SharePoint" step is forms.office.com, not forms.microsoft.com.

Screenshot 2024-04-06 122057.png

If I swap to forms.microsoft.com, I get the same error you receive.

@GrahamKelly !

Thank you so much for taking the time to help me!   You have moved the donkey on the edge back to sanity!

You identified the problem and provided the solution!

ewfefwef
Advocate II
Advocate II

That is also what I provided in the screenshot. Glad you got it working.

ewfefwef_0-1712679639128.png

 

RedSnow_94
Frequent Visitor

Hi, sorry to jump in this thread. I have followed what has been listed here previously and it works great for myself - deleting the flow runs and any details in MS Forms for myself. However, when I get my colleagues to test by submitting a form I get an error message at the SharePoint Action "Unexpected response from the service
clientRequestId: 4d90af36-a92e-4a7d-90f4-cee1897527df".

 

I have hard coded the Tenant and Form IDs into compose steps, the User ID I am fetching dynamically by using the Form submitter's email to look up their profile in the Directory.

 

Any ideas where I might be going wrong?

 

Thanks

Steven

Did you try using your user id as you own the form and have access to delete the responses.

Sorry not quite sure what you mean - I can go into the Form responses and see my colleagues answers and delete them manually - if I hard code the User ID to always be mine, would that still allow deletion of other responses? I will try it and report back

The User object ID needs to be the object ID of the user account that hosts the form.  So yes, it is a static value.

I mentioned this in my earlier post:
https://powerusers.microsoft.com/t5/Building-Flows/forms-delete-all-responses/m-p/2690543/highlight/...

Thank you, I should have read the previous posts more closely, now that I've coded the UserID to me its working.

 

Follow up question - is there a way of automically clearing the flow run history? The reason I am clearing the form responses is because it could contain sensitive data. Although I would be the only person with access to the flow, I want to assure users that I can't see data they submit (any data will only be forwarded to their line manager). I can't use secure inputs as the form is used for many other uses - the sensitive part is only one branch of the whole system.

Bristolizer
Frequent Visitor

This string has been a fantastic read. We have been trying to get the deleting of form responses to work for several months with no success. We continue to get a 400 Unexpected response from the service error. I have tried this for both forms I own and group forms in Teams and I get the same error. I can paste the site address with uri into my browser and I get the responses. 

Could I be running into a security issue? 

 

Bristolizer_0-1716401624391.png

 

  • Make sure that the "User ID" is the object ID of the user account that owns the form, NOT the user ID of the user who submitted the form.
  • If the Power Automate is running under a different account than the account that owns the form, the account running the PA must still have permissions to the form.
  • For forms in Teams, that MIGHT (I don't know for sure) fall under "groups".  In that case, replace the /users/<userID> piece of the URL with /groups/<groupID>  where <groupID> is the object ID of the group that hosts the form.

Thank you for your response. I have attempted all of what you suggested and still get the 400 error message.

Just to try out.

May be create a new form and try to see if it works?

I appreciate that. Yes, I have been trying to get this to work and still get the 400 error message. I can put the full code as is in my browser and it will query the responses. It is very frustrating. I am curious if any has had this happen and found a work around or tried a different connector other than the Sharepoint HTTP request.

@Bristolizer, if we temporarily strip it back... try the 'SharePoint request' step without any variables and hardcode your tenancy, group/user and form id into the Uri.

 

So, if it's a group Form:

/formapi/api/TENANCY_ID/groups/GROUP_ID/forms('FORM_ID')/responses

 

Personal Form:

/formapi/api/TENANCY_ID/users/USER_ID/forms('FORM_ID')/responses

 

When you then run your flow, does it successfully complete?

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