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Djarano
Helper I
Helper I

How to create a Flow which stores Microsoft Forms answers in a common/separate folder

Hi all,

 

I've created a Microsoft Forms with some upload questions. The answers should be accessible for other colleagues within the organization. The default setting, which is not adjustable, will store the data on my personal OneDrive.

I want to create a flow that stores the answers and attachments, in OneDrive in a folder that is generally available by the organization instead of my personal folder. It should create a folder per respondent included the answers/attachments.

 

Regards,

Djarano

1 ACCEPTED SOLUTION

Accepted Solutions
Jcook
Most Valuable Professional
Most Valuable Professional

Hi @Djarano 

 

Here is a POC I built for you:

 

My sample formMy sample form

This is a sample form that I have created, to simulate what you described 

 

 

 My Flows Overview of all the actions - As normal you will want to use When a new response is submitted followed by a Get response details .

Flow OverviewFlow Overview

 

 

 

 

Step 1 - Use a Create file action

 

Folder Path - Use the Folder Icon to navigate to the Share Folder Customer.

Add the rest of the path manually. (This will create the folder structure for you if the path does not exist already)

File Name - Whatever you want the answers to be in

File Content - The answers from the Form (Not the attachments)

Step 1Step 1

 

 

Step 2 - Add a Parse JSON action

Content - Use the dynamic content for the Attachment question in the Form

Schema - {I Have pasted the Schema that you can use at the end of the steps}

 

Add a Apply to each loop

Output from previous step - Use the dynamic content from the Parse JSON

Step 2Step 2

 

 

 

 

Step 3 - Add a Get file content action

File - Use the id from the parse JSON dynamic content

Step 3Step 3

 

 

Step 4 - Add a Create file action

Folder Path - Do the same as Step 1, this time the flow will not create the folder structure because it already exists, we just want to add the Attachments here. NOTE: make sure the Folder Path is the EXACT same as Step 1   

File Name - use name from Parse JSON dynamic content

File Content - use the File content from Get file content dynamic content

Step 4Step 4

 

 

The Results is: 

Final OutputFinal Output

 

Here is the Schema to use for Parse JSON action:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "name": {
                "type": "string"
            },
            "link": {
                "type": "string"
            },
            "id": {
                "type": "string"
            },
            "type": {},
            "size": {
                "type": "integer"
            },
            "referenceId": {
                "type": "string"
            },
            "driveId": {
                "type": "string"
            },
            "status": {
                "type": "integer"
            },
            "uploadSessionUrl": {}
        },
        "required": [
            "name",
            "link",
            "id",
            "type",
            "size",
            "referenceId",
            "driveId",
            "status",
            "uploadSessionUrl"
        ]
    }
}

 

If you have any questions let me know.

 

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

 


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View solution in original post

26 REPLIES 26
Jcook
Most Valuable Professional
Most Valuable Professional

Hello,

May I ask why you are using OneDrive,
SharePoint might be a lot easier.
OneDrive will be linked to your account unless you can use a service account that will be used for storing the files on OneDrive.

The reason I think SharePoint is better for this, is because you can allow all users in org to be able to access and not have to worry about anything being tied directly to your account

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


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tricks, and guides
FlowAltDelete





Hi,

 

The reason why I use OneDrive is because it is mandatory by the organization. I think it is a organizational policy, which forced us that the respondents are automatically stored in my personal OneDrive. What is the solution to use SharePoint?

 

Other option is to keep it like this and give the specific people access to the folders where the answers are stored. Important thing here is that the Folder name should have the same name as the answer of the first question in Forms. It should store the answers per question and the attachments.

 

Jcook
Most Valuable Professional
Most Valuable Professional

Hi,

Well if you organization wants you to use OneDrive. Than yes you can have a main folder on your OneDrive that is shared to everyone and just have the flow create sub folders for the questions.

For SharePoint. All office365 groups should have a SharePoint site. Again though if you organization wants you to use a specific connector or process due to policies. I would follow them, unless you can persuade otherwise.

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





Alright, so I will create a main folder: Customer, and by using Power Automate it automatically should create sub folders with a specific name. And a summary of the answers + attachments should be saved in the sub folder. 

In example:

  • Customer
    • Customer 1 - Project x
      • Answers + attachment(s)
    • Customer 2 - Project y
      • Answers + attachment(s)
    • Customer 3 - Project z
      • Answers + attachment(s)

So it shoud look like the structure as showed above.

 

Could you help me building the flow in Power Automate?

Jcook
Most Valuable Professional
Most Valuable Professional

Hi @Djarano 

 

Here is a POC I built for you:

 

My sample formMy sample form

This is a sample form that I have created, to simulate what you described 

 

 

 My Flows Overview of all the actions - As normal you will want to use When a new response is submitted followed by a Get response details .

Flow OverviewFlow Overview

 

 

 

 

Step 1 - Use a Create file action

 

Folder Path - Use the Folder Icon to navigate to the Share Folder Customer.

Add the rest of the path manually. (This will create the folder structure for you if the path does not exist already)

File Name - Whatever you want the answers to be in

File Content - The answers from the Form (Not the attachments)

Step 1Step 1

 

 

Step 2 - Add a Parse JSON action

Content - Use the dynamic content for the Attachment question in the Form

Schema - {I Have pasted the Schema that you can use at the end of the steps}

 

Add a Apply to each loop

Output from previous step - Use the dynamic content from the Parse JSON

Step 2Step 2

 

 

 

 

Step 3 - Add a Get file content action

File - Use the id from the parse JSON dynamic content

Step 3Step 3

 

 

Step 4 - Add a Create file action

Folder Path - Do the same as Step 1, this time the flow will not create the folder structure because it already exists, we just want to add the Attachments here. NOTE: make sure the Folder Path is the EXACT same as Step 1   

File Name - use name from Parse JSON dynamic content

File Content - use the File content from Get file content dynamic content

Step 4Step 4

 

 

The Results is: 

Final OutputFinal Output

 

Here is the Schema to use for Parse JSON action:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "name": {
                "type": "string"
            },
            "link": {
                "type": "string"
            },
            "id": {
                "type": "string"
            },
            "type": {},
            "size": {
                "type": "integer"
            },
            "referenceId": {
                "type": "string"
            },
            "driveId": {
                "type": "string"
            },
            "status": {
                "type": "integer"
            },
            "uploadSessionUrl": {}
        },
        "required": [
            "name",
            "link",
            "id",
            "type",
            "size",
            "referenceId",
            "driveId",
            "status",
            "uploadSessionUrl"
        ]
    }
}

 

If you have any questions let me know.

 

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

 


Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





Thank you

I can open the file, but the structure of the answers is not adequate. And i just see the answers, not the question anymore.

I prefer to see it like:

- Question 1 - Answer 1

- Question 2 - Answer 2

 

Possible to have a view where I can see the questions and the answers?

https://ibb.co/1r9whxN 

Hi,

 

Other issue i'm facing with is that it will upload only 1 file to OneDrive. For now i've two questions with the possibility to upload documents. So what i did, is that I add both questions (where you can upload documents) to the 'Content' rule on Parse JSON. See link: https://ibb.co/gdk2t7N 

 

 

Jcook
Most Valuable Professional
Most Valuable Professional

Hi,

So for the SharePoint file. You will want to add the extension to the end of the file name when creating the file.

For multiple files different questions you will have to follow steps again for each question that has a attachment.

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





Hi,

 

1) So from which step/flow do you need to copy the flow for each attachment? so I can create a parallel branch

 

2) And how to structure the answers, I prefer to see it something like:

- Question 1 - Answer 1

- Question 2 - Answer 2

Hi @Jcook ,

 

i've created the second parallel flow for the 2nd attachment, so that's done! Thank you again.

 

Last thing is that i want to structure the way how the answers are presented. The file that now is created is not structured and the Questions are not visible, only the answers. Do you know if this is even possible?

Jcook
Most Valuable Professional
Most Valuable Professional

Hello,
unfortunately Flow cannot grab the question names from ms forms at this time.

You will have to hard code the question names in your file when creating.

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


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tricks, and guides
FlowAltDelete





@Jcook,

 

Ok thanks!

 

1) Maybe other option is to create a URL in the file (or create new file with the URL), which redirects you to the answers in Forms, is that possible?

 

I prefer to have the following option, but not sure if this is possible. To send a copy of the excel file with the answers to the same folders as the attachments will be saved

https://ibb.co/19nH2Xt  

 

Jcook
Most Valuable Professional
Most Valuable Professional

Hello,

I have not seen anything regarding that. I don’t think Flow has this feature yet

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





rsymmons
Resolver I
Resolver I

Hi Djarano, 

 

I previously achieved exactly what you're trying to do here however you will need to purchase a Power Apps Plan 1 license in order to output the form data into a .docx file (a nice template document) or directly into an Excel spreadsheet using a table. Both options are very easy to achieve and Jcook has provided most of the flow needed to extract the files from MS Forms. I have a working version of this and the license upgrade is worth the investment (you can use this as a generic account as long as you build the forms and flow using the account you assign the license to). 

 

If you need help more help please don't hesitate to reach out! 

 

This is my flow:

 

populate document.png

Mine is slightly more complicated because we needed to build in an approval process. But you will need to create 2 branches for submissions that include files and others that don't otherwise the flow will fail. It's quite easy to build even for amateurs like myself. 

 

This is our template document:

 

template.png

 

 

 

Regards,

Rob

Hi @rsymmons 

 

Thanks for your reply.

Don't fully understand the flow, but I smell some possibilities.

 

Is it possible to use 'Create table' as a right trigger to export the answers. https://ibb.co/YDYdG3b 

 

Could you help me set up the flow which automatically exports the answers (and questions) into a structured table in Excel?

 

See also this post, but here every new answer will presented on a new row. I would like to have a new excel for each new answer.

You'd probably want to "Create workbook" and then "create table" for each submission. Have you started building out the flow with the JSON script Josh provided above? You'll need this to extract or do things with the files being uploaded. 

Hi @rsymmons ,

 

Yes the flow is almost done. All the uploaded files will be saved in a separate folder on OneDrive. Only the questions/answers are still not structured in a way that my colleagues can work with it.

 

The flow is currently as follow: https://ibb.co/Rv7Lycd

One JSON script for one questions with the possiblity to upload files.

 

Last thing is to 'Create Workbook' and then 'create table' and should be saved in the same folder as the attachments. Do I need to create them separately below each flow?

Jcook
Most Valuable Professional
Most Valuable Professional

Hello @Djarano

You can just create one action that creates the workbook. So the Parallel actions converge into one.

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





Jcook
Most Valuable Professional
Most Valuable Professional

Hi @Djarano

If your issue has been solved regarding getting files out of MS forms to OneDrive.

Please Select the solution, this will help others find the answer to your original question.

If you have any other questions. Please open another post.

Thanks

—Josh
If you like my post please hit the "Thumbs Up" -- If my post solved your issue please "Mark as a Solution" to help others

Did I answer your question? Mark my post as a solution!

If you like my post please hit the Thumbs Up


Proud to be a Flownaut!


Check out my blog for Power Automate tips,
tricks, and guides
FlowAltDelete





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It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   This Week's Topic: How to Become a Community Blog Author We want YOU to be part of the community blog! Sharing your knowledge of Power Platform is an essential part of our community! Here's why:   It helps create a vibrant and dynamic community of makers who can learn from each other’s experiences and insights.It provides a platform for collaboration and innovation, where members can share their ideas and work together to develop new solutions.It helps promote Power Platform by showcasing its capabilities and real-world applications.It helps build trust and credibility in the community because you are providing valuable information and resources your fellow community members can use to improve their skills and knowledge. By sharing your knowledge of Power Platform in the community blog, you help us create a more engaged and informed community, better equipped to tackle complex challenges. To get started with blogging across the Power Platform communities, please visit the following links:   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studios: https://powerusers.microsoft.com/t5/Power-Virtual-Agents-Community/bg-p/PVACommunityBlogPower Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for a button like the one below on the right rail of your community blog, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!  

June 2024 Community Newsletter

It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

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