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How to verify MS Form submitted outside of the organisation? (Flow + Forms)

The case

Company recruiting many short-term contractors.

Each new employee needs to provide some information in addition to their service agreement, like conflicts of interest questionnaire, privacy authorization etc.

We can easily create a Form to get all the required data including Name and email.

See simplified example below.

 1_form_example.png

Short-term contractors do not have organisational accounts.

To be able users outside of the organisation submit a response, Form should allow anyone with the link submits a response.

 2_form_settings.png

It means that anyone can submit a response on behalf of another anonymously.
Which is definitely not right.

 

The solution

  • Create a Form with the required fields, including Name and Email;
  • Create a Flow triggered by a newly submitted response with the following logic:
    - Send a verification email to the Email address filled in the response
    - Handle received back response accordingly: do nothing if not verified or process further if verified

Thanks to @MGLovesFlow for sharing how Forms can be powered with Flow and SharePoint.

So I will not examine how to create Form and connect Flow to it.

In addition, let us focus on how to verify the response.

 

1. Send a verification email

3_email.png

This is a very simplified email.

All details provided in the email body.
In the real world business cases, you can attach a generated PDF to the email with all the provided details.

 

 2. Handle response

4_handle_response.png

If an email was confirmed you can build required business logic in ‘If yes’ branch.

Comments

Thanks for sharing...

como ganhar na lotofacil

Nice article. 😁
How to prevent by  robot to the Microsoft Form?
- when attacker submit to the Microsoft Form, Send a lot of mail to anyone by input target email to the form.

and How to you think about my idea? - I'm not a robot" Button for reCAPTCHA

Thank you @yoshihirok.

 

Indeed, you have a good point about security.

Brilliant idea, voted!

Kav

This is great, going to use it to automate user creation workflow for clients. Fill out new staff members details in forms, generate text file using flow and gateway, scheduled powershell script that consumes text files, parses data and creates users.

Thank you @Kav for sharing your scenario.

This is a really great idea for making better the onboarding process. 

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  • Michelle is an Office 365 solution architect in Twin Cities, MN. She has been delivering business collaboration solutions for years with her focus on SharePoint and Office 365. Michelle is a recent board member of the Minnesota Office 365 User Group and has been a member of the SharePoint community since 2009. She is a frequent speaker at MNSPUG and SharePoint Saturday and co-chaired the Legal SharePoint User Group for 4 years. Her most frequent projects have involved rolling out a large deployment of Office 365, SharePoint Online intranet, build of a "CHAMPS" Office 365 user adoption program and most recently, SharePoint On-Premise to Online Migration. Michelle is very excited about cloud technology as it is shifting her IT Pro focus to collaboration strategy and technical adoption.
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