cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
bigb34
Regular Visitor

Form Response to Excel Spreadsheet

I am having issues getting Form details to populate in a spreadsheet. Does anyone have any insight into this? I know their have been similar posts about this but none seem to address the specific issue I am having.

Here are some photos of what I am looking at. Any ideas?  I can't imagine it should be to difficult but I am new at this and can't quite figure this out.

Flow screenshot.JPG

1 ACCEPTED SOLUTION

Accepted Solutions
kdavis91
Continued Contributor
Continued Contributor

Hello!

 

Update a Row only works if there is a row in the table already that matches the key value that you pass in.

 

If your intention is for the form response to update an existing row in the table, make sure that you choose a key column that has the value that matches the Display Name of the person who submitted the form. In your case, you would need to have a row already in the table for each person, since you chose a key column based on the display name.

 

 

If, however, your intention is to populate the spreadsheet with new data (i.e. a new row from each new form response), then you need to use the action block "Add a Row into a table".

 

If neither of these help, please provide a little more information about what the flow SHOULD do.

 

thank you,

Kyle

View solution in original post

12 REPLIES 12
kdavis91
Continued Contributor
Continued Contributor

Hello!

 

Update a Row only works if there is a row in the table already that matches the key value that you pass in.

 

If your intention is for the form response to update an existing row in the table, make sure that you choose a key column that has the value that matches the Display Name of the person who submitted the form. In your case, you would need to have a row already in the table for each person, since you chose a key column based on the display name.

 

 

If, however, your intention is to populate the spreadsheet with new data (i.e. a new row from each new form response), then you need to use the action block "Add a Row into a table".

 

If neither of these help, please provide a little more information about what the flow SHOULD do.

 

thank you,

Kyle

Thank you! 

I have been poking around trying to figure out which one is best to use for awhile. I was struggling to get the insert row into a table to function correctly as well. To summarize here is what the flow needs to do-

 

  1. Employee completes form.
  2. Form is sent to selected manager for approval.
  3. Manager receives approval request.
    1. Manager approves form submission
    2. Manager denies form submission
  4. If approved the form response populate into a master spreadsheet that contains all the response. This would be accessible my our print shop and would enable mail merging for print materials. 

 

Does that summarize it? I have managed to figure out the top part of the flow but everything after its approved has not been working the way I need. The picture I posted was my attempt at combining different suggestions from users with similar issues to try and come up with a solution. 

 

Thanks,

Bill

 

 

kdavis91
Continued Contributor
Continued Contributor

Bill,

 

It definitely sounds like you need to be using "Insert a row into a table".

 

Can you describe the issue(s) you were having with using that action block?

 

Keep in mind: The table (with all the desired columns and a title row) needs to exist (formatted as a table in Excel) before the flow runs.

 

Looking forward to your reply,

Kyle

 

@kdavis91 thanks for your help! I switched it up after your first reply .The columns in my table in the Excel file match the Form response I want to collect. Since the flow listed each column that is in the table I figured it would make sense to type in the related form response. When I run this flow it tells me it has succeeded but I am not seeing any of the responses in the actual table. Maybe I am missing something but it should just be updating the file on share point correct?

 

Here is the photo of what I currently have-

Flow photo 2.png

Thanks for all your help!

Bill

kdavis91
Continued Contributor
Continued Contributor

Bill,

 

you're right, It should be updating the file that you're pointing it to.

 

Can you go to your Run History and open one of the successful runs and post the screenshots of the output for "get response details" and "Add a row into a table"?

 

Kyle

Here is what the output is showing.

 

Sorry I can't screenshot the box doesn't expand.

 

  "@odata.etag""",
  "ItemInternalId""9cfa4e2e-1e91-4d19-b473-8b1653566a39",
  "District""Bee Cave",
  "Managers Email""Bill.Kohl@scouting.org",
  "Date of JSN""2020-05-21",
  "Time of JSN""6:00 PM",
  "School Name""123",
  "Location in School""Cafeteria",
  "Unit Type""Crew",
  "Unit Number""123",
  "Name of Unit Membership Chair""123",
  "Unit Membership Chair Phone number""123",
  "Unit Membership Chair Email address""123"
}
kdavis91
Continued Contributor
Continued Contributor

Bill,

 

Is that output from the "get response details", or the "Add a row into a table"?

 

Whichever it is, could you let me know and also provide the output from the other?

 

the important thing is seeing what the flow is doing when it is supposed to be adding the row.

 

Also, if it is still running/testing successfully, not to be offensive, but double check that the same excel spreadsheet to which you pointed the Flow is the one that you're looking at to see if it's updated.

 

 

@kdavis91 The output I posted was from the "add row to table" action.

Here is the output form the "get response detail 2"

"responder""wikohl@scouting.org",
  "submitDate""5/14/2020 3:39:54 PM",
  "rce3305872ebd49f89537fe34ccbfa9c9""2020-05-21",
  "rec7bffd54bef4511a2e6803ae9ba8425""Crew",
  "ree15eb87d1de433c84255f1bbf8cb8d2""123",
  "r69c4aa77e6b044119f36b37a9b7084a4""123",
  "rd7a3aa866732482da6d38da820956993""123",
  "r352a4429a0c04a0a9b89611120a7d7bf""123",
  "r06548e81164b4d48a60c281f10a3cae7""Bill.Kohl@scouting.org",
  "r073d86ed7a3d4e6886bc6817a23870ba""Bee Cave",
  "r40c15183a57a4b37a19648f9c0f3f76a""Cafeteria",
  "r6dc4292dd390461c9b60de51852d25f3""6:00 PM",
  "raed89a3dca70457590f5b9eb0ba0ae29""123"
}
 
I doubled check that the flow is linked to the Excel sheet. The table columns that are in the Excel sheet automatically appeared in the flow after I selected the table from the file. 
 
Thanks for your help so far!
 
bigb34
Regular Visitor

@kdavis91 

 

I am going to go ahead and face palm. I was looking at the Excel sheet and on a hunch I started to scroll through....guess whats at the very bottom of the Spreadsheet! So I guess its been working fine I just need to figure out how to get to appear at the top of the table. 

 

Thanks for your help sorry I had you chasing something that was just an oversight on my part.

kdavis91
Continued Contributor
Continued Contributor

Bill,

 

No worries! I'm glad that the Flow is working!

 

the "Insert row to table" action block always adds the row to the bottom of the spreadsheet.

 

If you had to scroll through blank lines to see your data, you should be able to just delete all the blank lines in the table, leaving the data that you want, and as the flow runs, it will add subsequent form responses to the bottom of the table.

 

If you're saying that you want it to add the new data to the top of the table, I am not sure how to do that. You may want to start a new Topic asking about that specifically. Please tag me in it, as I wouldn't mind knowing the answer.

 

Have a great day!

Kyle

Kyle,

 

I ended up deleting all the blank spaces and it appears at the top now. Basically have to start with a really small table and each row that is added makes the table bigger.

 

Thanks for your help!

kdavis91
Continued Contributor
Continued Contributor

That is correct: if you start with a table with zero rows, then it will only have populated rows as you add to it.

 

Glad to help! 

 

Kyle

Helpful resources

Announcements
October Events

Mark Your Calendars

So many events happening this month - don't miss out!

 WHAT’S NEXT AT MICROSOFT IGNITE 2022

WHAT’S NEXT AT MICROSOFT IGNITE 2022

Explore the latest innovations, learn from product experts and partners, level up your skillset, and create connections from around the world.

Register for a Free Workshop.png

Register for a Free Workshop

Learn to digitize and optimize business processes and connect all your applications to share data in real time.

Users online (2,068)