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justanovice
Frequent Visitor

Multiple contributors to a single form

I am looking for a solution to a specific scenario. We are currently using Microsoft Forms, Sharepoint List, and would like to know if we can continue with Forms or if we have to look at PowerApps to do what we need. Here is the use case:

A Requestor will submit an intake form using Microsoft Form. They are requesting estimates and supporting information from multiple department heads. Based on the information in the intake form, an estimate and supporting information will be required from 1 to 4 department heads. The department heads can submit their estimates at any time (not sequentially). Once that's complete (via review and approval from myself), the requestor can access the information provided by the department heads in a single location along with the information they completed in the initial submission.

 

Thank you for your help,

Eric

 

 

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @justanovice ,

Do you capture the response from the Microsoft Forms using Flow, and save it into your SP List?

Do you want to set up a canvas app to enable multiple contributors to add additional information to the previous created SP List record?

 

Based on the needs that you mentioned, I think PowerApps could achieve your needs. On your side, you could consider generated a canvas app based on your SP List data source. Then go to the Edit form screen, enable related fields within the Edit form, which need these contributors to add  additional info.

Please set the OnStart property of the App to following:

Set(ItemID, Param("ID"));
If(
    !IsBlank(ItemID),
    Navigate(EditScreen1)
)

Within the Edit form screen, set the Item property of the Edit form to following:

If(
   !IsBlank(ItemID),
   LookUp('Your SP List', ID = Value(ItemID)),
   BrowseGallery1.Selected
)

 

Within your flow's configuration, you should add a "Send an email (V2)" action inside it to send notify info to these contributors for adding additional info about the submitted form record:

2.JPG

 

3.JPG

 Within the Body field of "Send an email (V2)" action, click "Code View" option, type above HTML code. Specify a <a> HTML tag in your email body, specify the href attribute to the Web Url Link of your canvas app along with a "ID" parameter value like above screenshot.

After that, when the requester submits the MS Forms record, these contributors would receive the notification email for adding additional info to the submitted MS Forms record. They could access the canvas app and navigate to the Edit form directly via press the Deep URL Link embedded inside the email body, then you could add additional info to the created SP List Item there.

 

Please check and see if the following thread solution could help in your scenario:

https://powerusers.microsoft.com/t5/Building-Power-Apps/Editing-a-record-from-a-flow-powerapp/m-p/26...

https://powerusers.microsoft.com/t5/Building-Power-Apps/Embedded-link-to-a-Sharepoint-List-item-in-P...

 

Please consider take a try with above solution, check if the issue is solved.

 

Best regards,

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

4 REPLIES 4
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @justanovice ,

Fairly broad question - I am assuming you are using a Flow to capture the responses from Forms into SharePoint?

Power Apps would help with a better interface and (far) better automation than what is available in SharePoint and combined with an Approval Flow process could do what you need.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Hi @WarrenBelz,

Thanks for your response. Yep, using Flow to capture.

To add focus to the question...Is it possible to enable multiple contributors to add additional information (but the same information: each department head provides: estimate $, supporting info) to the initial form (or record) that was created?

 

Thanks again

Hi @justanovice ,

Yes - that is what Power Apps does - provide an interface to a data source that is programmable to input values from a form with fields displayed in it.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Hi @justanovice ,

Do you capture the response from the Microsoft Forms using Flow, and save it into your SP List?

Do you want to set up a canvas app to enable multiple contributors to add additional information to the previous created SP List record?

 

Based on the needs that you mentioned, I think PowerApps could achieve your needs. On your side, you could consider generated a canvas app based on your SP List data source. Then go to the Edit form screen, enable related fields within the Edit form, which need these contributors to add  additional info.

Please set the OnStart property of the App to following:

Set(ItemID, Param("ID"));
If(
    !IsBlank(ItemID),
    Navigate(EditScreen1)
)

Within the Edit form screen, set the Item property of the Edit form to following:

If(
   !IsBlank(ItemID),
   LookUp('Your SP List', ID = Value(ItemID)),
   BrowseGallery1.Selected
)

 

Within your flow's configuration, you should add a "Send an email (V2)" action inside it to send notify info to these contributors for adding additional info about the submitted form record:

2.JPG

 

3.JPG

 Within the Body field of "Send an email (V2)" action, click "Code View" option, type above HTML code. Specify a <a> HTML tag in your email body, specify the href attribute to the Web Url Link of your canvas app along with a "ID" parameter value like above screenshot.

After that, when the requester submits the MS Forms record, these contributors would receive the notification email for adding additional info to the submitted MS Forms record. They could access the canvas app and navigate to the Edit form directly via press the Deep URL Link embedded inside the email body, then you could add additional info to the created SP List Item there.

 

Please check and see if the following thread solution could help in your scenario:

https://powerusers.microsoft.com/t5/Building-Power-Apps/Editing-a-record-from-a-flow-powerapp/m-p/26...

https://powerusers.microsoft.com/t5/Building-Power-Apps/Embedded-link-to-a-Sharepoint-List-item-in-P...

 

Please consider take a try with above solution, check if the issue is solved.

 

Best regards,

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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