cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
bmyers2525
Regular Visitor

Using MS Forms, Power automate, and SharePoint Libraries to build a records repository.

I am trying to build a flow that allows for the easy automation and catalogging of user submitted data.

 

Essentially, I have a Group MS Form built as Part of my MS Teams Group. User's will fill out this form and then upload the necessary documentation in the form as well. Once these forms are submitted, it triggers Power Automate to make a folder with in my SharePoint library with information that is scraped from the MS Form submission. My goal is to take the PDF Files that are also uploaded as attachments in that MS Form, and have them automatically moved into the folder that was dynamically created in the last step by power automate.

 

Is this possible? The issue that I'm running into is that it seems that I can't assign the destination folder for the "Move File" action to be a dynamic folder based upon the user's submitted MS Forms information.

 

Any help would be greatly appreciated!

1 ACCEPTED SOLUTION

Accepted Solutions
trice602
Super User
Super User

Hi @bmyers2525 ,

 

Here you go!  This works in my tests and happy to share this solution with you!  Please mark as a solution and give me a thumbs up!  Always glad to help! Tom

 

Results:  A file uploaded from a form question saved to a dynamic folder name

 

trice602_0-1691861674649.png

Here's the entire flow.  I will walk through the individual steps next.

 

trice602_1-1691861763588.png

 

The first thing I added is a compose.  This takes the responders email address and replaces the @ and the "." with an underline.  We will use the output from this to create our unique folder names.  Here's the output:

 

trice602_2-1691861884288.png

 

I have a nested replace().  I first replace the "@" then the "."

 

replace(replace(outputs('Get_response_details')?['body/responder'],'@','_'),'.','_')
 
trice602_3-1691862001175.png

 

Next steps List Folder and Create new folder:  Here in my sample SharePoint site in the document folder, I created a folder called FormAttachmentContents and this is where all the form attachment results will be stored.

 

Next I will create a new folder and it is dynamic, based on the user's email address from our compose.  So this is going to create a folder at  /Shared_Documents/FormAttachmentResults/tom_gotoreports_com/

 

Note:  after reviewing you do not need list folder (was adding during testing but never referenced)

 

trice602_4-1691862070689.png

 

Next I will use a compose action to create the entire dynamic folder path.  This is just an concatenation of the hard coded path and the dynamic folder.

 

concat(outputs('Create_new_folder')?['body/{Path}'],outputs('Compose'))
 
trice602_5-1691862320452.png

 

 

Next we will add a Parse JSON action.  We need to get the JSON from the get response details action output.  Where do you get the JSON?  In a test run, in the output of the get response details, you will see the JSON response from your add a file question (mine is called Add a file).  You want to copy that JSON.

 

trice602_7-1691862565297.png

 

Next when we add Parse JSON, click on the Generate from sample button and paste in your JSON.  This is going to create the scheme for your action.  We are getting close to finishing!  Stay with me 🙂

 

trice602_6-1691862398320.png

 

 Next you will add the create file action.  Once you start adding in variables (as shown below), this step is going to automatically get wrapped in an apply to each (because your question may have more than one file attachment).  Even if there is always only going to be one file, this still works, and I typically leave it in this format.
 
OK, your dynamic file path is from the output of the compose 2 we created earlier.  Remember this is the concatenation of the hard-coded path plus the dynamic folder name (tom_gotoreports_com).
 
Next, we point to the Parse JSON output and select the 'name' for the file name and 'link' for the file content.  That's it!  Please mark as a solution!  Always glad to help! Tom
 
trice602_8-1691862695577.png

 

 trice602_9-1691862941088.png
 
trice602_10-1691862963162.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

7 REPLIES 7
trice602
Super User
Super User

Hi @bmyers2525 ,

 

Yes, it is possible by using the create folder path in the create file path.  Please post your entire flow or if that is enough to get you up and running, please mark as a solution!  Always glad to help! Tom

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

New Flow.jpg

Here's the flow that I have so far. The Email portion works just fine, so I kept that minimized, but I can't figure out what I need to do to move the files. All of the files that I will need to move will probably be named something different because they're going to be submitted by users who always change the name of the doc before submitting to whatever they like. Thanks for the help!

trice602
Super User
Super User

Hi @bmyers2525 ,

 

Thanks for sharing.  I'm going to build this on my machine this morning and share with you.  Always glad to help! Tom

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

@bmyers2525 this won't ever work because you have 2 triggers in your flow: "when a new response is submitted" and "when a file is created...". You can only have 1 trigger in a flow -  the event that starts the flow running.. -  even though Microsoft haven't prevented you trying to add 2!  I think you shoulod sp;lit them into 2 flows.

 

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

trice602
Super User
Super User

Hi @bmyers2525 ,

 

Here you go!  This works in my tests and happy to share this solution with you!  Please mark as a solution and give me a thumbs up!  Always glad to help! Tom

 

Results:  A file uploaded from a form question saved to a dynamic folder name

 

trice602_0-1691861674649.png

Here's the entire flow.  I will walk through the individual steps next.

 

trice602_1-1691861763588.png

 

The first thing I added is a compose.  This takes the responders email address and replaces the @ and the "." with an underline.  We will use the output from this to create our unique folder names.  Here's the output:

 

trice602_2-1691861884288.png

 

I have a nested replace().  I first replace the "@" then the "."

 

replace(replace(outputs('Get_response_details')?['body/responder'],'@','_'),'.','_')
 
trice602_3-1691862001175.png

 

Next steps List Folder and Create new folder:  Here in my sample SharePoint site in the document folder, I created a folder called FormAttachmentContents and this is where all the form attachment results will be stored.

 

Next I will create a new folder and it is dynamic, based on the user's email address from our compose.  So this is going to create a folder at  /Shared_Documents/FormAttachmentResults/tom_gotoreports_com/

 

Note:  after reviewing you do not need list folder (was adding during testing but never referenced)

 

trice602_4-1691862070689.png

 

Next I will use a compose action to create the entire dynamic folder path.  This is just an concatenation of the hard coded path and the dynamic folder.

 

concat(outputs('Create_new_folder')?['body/{Path}'],outputs('Compose'))
 
trice602_5-1691862320452.png

 

 

Next we will add a Parse JSON action.  We need to get the JSON from the get response details action output.  Where do you get the JSON?  In a test run, in the output of the get response details, you will see the JSON response from your add a file question (mine is called Add a file).  You want to copy that JSON.

 

trice602_7-1691862565297.png

 

Next when we add Parse JSON, click on the Generate from sample button and paste in your JSON.  This is going to create the scheme for your action.  We are getting close to finishing!  Stay with me 🙂

 

trice602_6-1691862398320.png

 

 Next you will add the create file action.  Once you start adding in variables (as shown below), this step is going to automatically get wrapped in an apply to each (because your question may have more than one file attachment).  Even if there is always only going to be one file, this still works, and I typically leave it in this format.
 
OK, your dynamic file path is from the output of the compose 2 we created earlier.  Remember this is the concatenation of the hard-coded path plus the dynamic folder name (tom_gotoreports_com).
 
Next, we point to the Parse JSON output and select the 'name' for the file name and 'link' for the file content.  That's it!  Please mark as a solution!  Always glad to help! Tom
 
trice602_8-1691862695577.png

 

 trice602_9-1691862941088.png
 
trice602_10-1691862963162.png

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

@trice602 This looks great! I'll mark this as the solution, but I won't be able to test it until Monday.

 

This is a lot of great information but I do have another question.

 

Is it possible to have the folders named from a compilation of data from the forms, or does that stop the flow from working properly? The idea is to name the folders with the user's last name / first name / and a 7-digit id number that will be submitted in the form by the user. Ideal file naming would look like this "LASTNAME FIRSTNAME 7777777"?

 

Thanks again for all of your help!

trice602
Super User
Super User

Hi @bmyers2525 ,

 

You can absolutely have the folder name LAST NAME FIRST NAME NUMBERS and I will be glad to get this working with you next week (I will actually look at this tonight).  Please mark this as a solution, means the world to me!  Always glad to help! Tom

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January 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 in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 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, giving (and receiving!) kudos, and consistently 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, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (1,793)