Forms - Create an automated workflow for Microsoft Forms with Power Automate Tutorial

In this video, you will learn how to create an automated workflow for Microsoft Forms using Power Automate.
The video covers the steps to set up the flow, including selecting a template, connecting services, filling in form details, and adding actions such as creating tasks in Planner and posting messages in Microsoft Teams.
This tutorial will help you streamline your form processes and save time by automating tasks.

5:09
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Available in Microsoft365

Objectifs :

Learn how to create an automated workflow using Microsoft Power Automate with Microsoft Forms, specifically focusing on triggering actions based on new form responses.

Chapitres :

Introduction to Microsoft Power Automate and Forms
Microsoft Power Automate allows users to create automated workflows that can perform tasks automatically when triggered by specific events. In this guide, we will explore how to set up a flow that activates when a new response is submitted through Microsoft Forms.
Setting Up the Environment
Before creating the flow, ensure that you have set up your Microsoft Form, created a Team in Microsoft Teams, and added a Planner tab in the relevant channel. This setup is crucial for the automation to function correctly.
Creating the Flow
To create a flow, navigate to the Power Automate homepage. The simplest method to integrate a form is by using a template. Search the Template Gallery for Microsoft Forms. If you find a template that closely matches your needs, you can customize it after selecting it. For this scenario, we will choose the template that triggers actions when a new response is submitted from Microsoft Forms.
Connecting Services and Filling Mandatory Fields
After selecting the template, click 'Continue' to connect to your services. Fill in all mandatory fields, which are marked with a red asterisk. The title of the form serves as the form ID; in this case, it is 'Satisfaction Survey.' You can either enter a custom item or use the search bar to find the form ID. Specify the team and channel where the message will be posted, then click 'Create.'
Editing Workflow Details
In the Details section, click 'Edit' to name your workflow and then press 'Save.' The new name will appear in the workflow overview. Each step in the flow consists of a trigger and a set of actions, which can be added, edited, or removed as needed.
Defining Triggers and Actions
The trigger for our flow is 'When a new response is submitted from Satisfaction Survey in Microsoft Forms.' The first action is to get response details, which requires a unique identifier known as the response ID. The next action is to create a task in Planner, where you can personalize the task title. If a field does not have a dropdown menu, you can type text and combine it with dynamic content.
Using Dynamic Content
Dynamic content refers to data generated from a trigger or action, allowing users to select fields that reference previous steps. To add dynamic content, click the designated area and use the search bar or scroll through the options. Ensure to add a space between the first name and last name when combining them.
Finalizing the Flow
Designate the bucket ID and set the start date, which can be left blank if not needed. Obtain the responder's email and set the final action to post a message in a channel. Choose 'Post as Flowbot' and specify the team and channel, including a dynamic title in the message. After completing all steps, terminate the flow with the default action to indicate successful execution.
Testing the Workflow
Once the workflow is complete, run a manual test by submitting the survey. A success message will confirm that the flow ran successfully. Verify the results in Microsoft Teams to see the posted message and locate the task in Planner.
Conclusion
You have now learned how to create an automated workflow using Microsoft Forms and Power Automate. This process enhances productivity by automating tasks based on form submissions, allowing for efficient management of responses and related actions.

FAQ :

What is Microsoft Power Automate used for?

Microsoft Power Automate is used to create automated workflows that connect different applications and services, allowing users to automate repetitive tasks and improve efficiency.

How do I create a flow in Power Automate?

To create a flow in Power Automate, start by selecting a template or creating a new flow from scratch. Define the trigger event, add actions, and customize the flow according to your needs.

What types of triggers can I use in Power Automate?

You can use various triggers in Power Automate, such as new responses in Microsoft Forms, changes in data in SharePoint, or incoming emails in Outlook.

Can I customize a template in Power Automate?

Yes, you can customize a template in Power Automate to better fit your specific scenario by modifying the actions and settings after selecting the template.

What is dynamic content in Power Automate?

Dynamic content refers to data generated from previous steps in a flow that can be used to personalize messages or tasks, allowing for more tailored automation.

How can I test my flow in Power Automate?

You can test your flow in Power Automate by manually triggering it or by submitting a new response in Microsoft Forms to see if the flow executes as expected.

What should I do if my flow doesn't work?

If your flow doesn't work, check the trigger and actions for any errors, ensure all required fields are filled out, and review the flow's run history for troubleshooting.

Quelques cas d'usages :

Automating Survey Responses

Use Power Automate to automatically create tasks in Planner and send notifications in Microsoft Teams whenever a new response is submitted in Microsoft Forms. This can streamline project management and ensure timely follow-ups.

Streamlining Event Registrations

Set up a flow that triggers when a new registration form is submitted. Automatically add the registrant's details to a Planner task and notify the event team in Teams, improving coordination and response times.

Feedback Collection and Action

Create a flow that captures feedback from Microsoft Forms and generates tasks in Planner for team members to address the feedback. This ensures that all feedback is tracked and acted upon efficiently.

Client Survey Management

Automate the process of managing client surveys by creating a flow that posts survey results in a designated Teams channel and creates tasks for follow-up actions in Planner, enhancing client engagement.

Performance Review Automation

Implement a flow that triggers when performance review forms are submitted, automatically creating tasks in Planner for managers to review and follow up, ensuring a structured review process.

Glossaire :

Microsoft Power Automate

A cloud-based service that allows users to create automated workflows between different applications and services to synchronize files, get notifications, collect data, and more.

Flow

A sequence of automated actions that are triggered by specific events, allowing users to automate tasks across different applications.

Microsoft Forms

A web-based application that allows users to create surveys, quizzes, and polls to collect information from respondents.

Trigger

An event that starts a flow in Power Automate, such as a new response submitted in Microsoft Forms.

Template

A pre-built flow in Power Automate that can be customized to fit specific needs, allowing users to quickly set up automation.

Planner

A task management tool that helps teams organize their work visually, allowing users to create, assign, and track tasks.

Dynamic Content

Data produced from a trigger or action in Power Automate that can be used to personalize messages or tasks within a flow.

Response ID

A unique identifier assigned to each response submitted in Microsoft Forms, used to retrieve specific response details.

Bucket ID

An identifier for a specific category or section within a Planner plan where tasks can be organized.

Flowbot

An automated bot in Microsoft Teams that can post messages on behalf of a flow created in Power Automate.

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With Microsoft Power Automate,

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you can create a flow for Microsoft Forms

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that performs one or more tasks automatically

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after it's triggered by an event.

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Let's find out how to use Flows with

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Microsoft Forms in the following scenario,

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we want to create an automation

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that is triggered by a new response

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submitted from Microsoft Forms.

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After creating the form in Microsoft Forms,

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setting up the Team and

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Channels in Microsoft Teams.

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And adding the Planner tab in this channel.

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Let's go back to Power Automate

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homepage to create our flow.

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The easiest way to add a form to

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Flow is to start with a template.

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First, search the Template

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Gallery for Microsoft Forms.

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Remember,

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if you find a template that's similar

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to what you want to do but is not

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exactly right for your scenario,

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you can still create a flow from

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the template and then customize it.

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Let's pick this one.

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When a new response is submitted

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from Microsoft Forms,

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Power Automate creates a task in Planner

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and post a message in Microsoft Teams.

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Here by pressing continue,

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we connect to our services.

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Now let's fill in at least all mandatory

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fields marked with a red asterisk.

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Keep in mind that the title

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of the form is the form ID.

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In this case it is Satisfaction Survey.

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You can either add a custom

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item or simply use the search

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bar to locate the form ID.

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Let's specify the name of the team and

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channel in which to post our message,

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then press Create.

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Under the Details section,

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let's click on Edit to give our

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workflow a name, then press Save.

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The new name appears right here.

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Each step contains a trigger

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with a set of actions.

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Note that you can add more steps.

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You can also add, edit,

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and remove triggers and actions.

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You can even copy and paste

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actions in the same flow or across

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flows to speed up the process.

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When a new response is submitted

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from Satisfaction Survey in

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Microsoft Forms is our trigger,

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our first action is.

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To get response details in Microsoft

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Forms and for that we need a unique

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identifier of the response which is

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represented here by response ID.

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Then our next action is to

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create a task in Planner.

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We have already defined the plan ID.

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Let's personalize the title.

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If the field does not

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contain a drop down menu,

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you can type in a text and combine

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it with dynamic contents in

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Power Automate Dynamic Content.

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Refers to data produced from

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a trigger or action.

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Basically,

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it lets the user select the fields

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that reference the previous steps.

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To add dynamic content,

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click here and under the Dynamic

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Content tab you can either use

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the search bar or scroll up

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or down to view your options.

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Make sure to add a space between

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first name and last name.

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Next, let's designate the bucket ID,

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then the start date.

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Submission time is appropriate.

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This field is optional.

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Let's leave it blank here.

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Let's obtain the responder's e-mail.

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As a last action, we want to

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post our message in a channel.

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Post as Flowbot is one of several options,

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let's leave it as is.

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We do want it to post in a channel

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under a team called Winning

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Project and it's channel named.

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Client surveys.

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Then let's include a message with a

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dynamic title, adjust the format.

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Let's also personalize the link

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and add a dynamic title.

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All done at the end of each flow

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terminate the default action.

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It terminates the execution of a Logic

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App run with the succeeded status.

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When done, press save.

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Now that we've finished our workflow,

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let's run a manual test.

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Let

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me submit the survey.

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Your flow ran successfully.

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Message appears.

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Let's verify this in Teams.

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We can find our message here and

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locate our task in Planner here.

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If you need to go back to your workflow,

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this is where you can find and

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edit your customized flow.

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Now you know how to create an

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automated workflow Microsoft

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Forms with Power Automate.

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