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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.

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