Power Automate / Flow - SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow Tutorial

Learn how to seamlessly integrate Microsoft Forms and SharePoint lists in a Power Automate flow. Discover the process of creating a prefilled flow associated with a list or library. Follow along as we demonstrate building a structured form, creating lists, and customizing the flow based on the type of incident. Explore the step-by-step guide to streamline your workflow and enhance efficiency. Don't miss the opportunity to harness the full potential of this powerful integration!

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on creating specific Power Automate flows from a SharePoint library or list. It outlines the steps to build a flow that integrates with forms for incident management, detailing how to structure forms and lists, set triggers, and manage responses effectively.

Chapitres :

Introduction to Power Automate Flows
Power Automate allows users to create automated workflows between applications and services. This guide focuses on generating flows from SharePoint libraries or lists, which can streamline processes such as incident management.
Creating a Flow from SharePoint
To create a flow, you can use the 'Integrate' button or access it directly from the ribbon in SharePoint. This method enables the creation of a prefilled flow associated with the list or library in use. However, the number of available flow templates is limited, so exploring the Power Automate templates menu or starting from an empty flow is recommended.
Setting Up the Incident Management Form
In this example, we will create a flow from an IT ticket and incident management form that employees can fill out. This flow will direct responses to two separate lists based on the subject of the request. Begin by building a structured form with relevant questions and creating two lists: one for tickets and another for general questions. Both lists must be stored in a SharePoint site to integrate them into the flow.
Creating the Cloud Flow
1. Create a new blank cloud flow and name it (e.g., 'IT Ticket'). 2. Associate the flow with the form completion event by selecting the form named 'Incident Report' as the trigger. 3. Add the action 'Get Response Details' and point it to the same form, choosing 'Response ID' as the identifier.
Conditional Logic for List Population
To determine which list to populate based on the incident type, add an 'If' conditional block. This block will retrieve the dynamic content type of the incident from the previous step. If the condition is met, add the action 'Create an Item' from the SharePoint action block, specifying the relevant list.
Filling in List Fields
1. Enter the site where your list is located and select the relevant list. 2. Display advanced settings to fill in the available fields. For example: - Item Title: Corresponds to the question. - Requester: Email of the person who submitted the form. - Question: Detailed description of the problem. - Date: Submission date of the form. - Status: Default to 'To Be Processed'. - Technician: To be entered manually later.
Handling General Questions
If the form does not contain a general question, feed the other list by adding a 'Create Item' action in the conditional block. Ensure that the form fields are associated with the corresponding fields in the IT ticket list. Note that Power Automate will list the options set in the choice list by default.
User Confirmation and Flow Testing
Finally, send a message using the flow bot to confirm receipt of the ticket or request to the user who filled out the form. Customize the message for each case. Save and test your flow by using the form sharing link and filling it out from another account. Once submitted, the flow will execute, and the user will receive a chatbot message confirming the success of their submission.
Conclusion
By following these steps, you will have created a fully functional flow that integrates with Microsoft Lists, allowing for efficient management of IT tickets and incident requests. This automation not only streamlines the process but also enhances communication with users.

FAQ :

What is Power Automate used for?

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

How do I create a flow in Power Automate?

To create a flow in Power Automate, you can start from a template or create a blank flow. You will need to define a trigger, add actions, and configure the flow according to your needs.

What types of triggers can I use in Power Automate?

Triggers in Power Automate can include events such as form submissions, new items in a SharePoint list, or changes in data across various applications.

Can I customize the messages sent by the flow?

Yes, you can customize the messages sent by the flow, including personalizing them based on the user's input or the context of the request.

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

If your flow doesn't work as expected, check the trigger and actions for any errors, review the dynamic content being used, and ensure that all connections to services are properly configured.

Quelques cas d'usages :

IT Ticket Management

An organization can use Power Automate to streamline its IT ticket management process. By creating a flow that captures incident reports through a structured form, the flow can automatically categorize and route tickets to the appropriate teams based on the type of incident reported.

Employee Onboarding

During the employee onboarding process, a flow can be created to automate the collection of necessary documents and information from new hires. This flow can send reminders, track submissions, and update HR systems automatically.

Customer Support Requests

A customer support team can implement a flow to manage incoming support requests. By using a form for customers to submit their issues, the flow can categorize requests, assign them to support agents, and send confirmation messages to customers.

Event Registration

For event management, a flow can be set up to handle registrations. When a participant fills out a registration form, the flow can automatically add their details to a SharePoint list, send confirmation emails, and notify the event organizers.

Glossaire :

Power Automate

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

SharePoint

A web-based collaboration platform that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Flow

An automated workflow created in Power Automate that connects different applications and services to perform tasks automatically.

Trigger

An event that starts a flow in Power Automate. For example, the completion of a form can be a trigger for a flow.

Dynamic content

Content that is generated dynamically based on user input or other variables in a flow, allowing for personalized and context-specific actions.

Conditional block

A part of a flow that allows for branching logic, enabling different actions to be taken based on specific conditions being met.

Choice list

A field type in SharePoint that allows users to select from predefined options when submitting a form.

Chatbot

An automated program that simulates human conversation, often used to provide information or assistance to users.

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to do this. Use the integrate button or directly on the ribbon.

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This method allows you to create a prefilled flow

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associated with the list or library you are using.

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However, the number of flow templates offered is quite limited.

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I recommend going through the power automate templates

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menu or starting from an empty flow.

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In this example,

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we will create a flow from an it ticket

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and incident management form that employees can fill out.

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This flow will feed two separate lists depending on the subject of the request.

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Start by building a structured form with questions related

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to the incident and create two structured lists,

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a list for tickets. Another for general questions,

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these lists must be stored in a SharePoint site as this

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is a necessary condition to integrate them into the flow.

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Each list will contain fields to accommodate information

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from the forms form in various formats,

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text choice list, et cetera.

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Create a new blank cloud flow and name it.

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In our case, we will name it

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it ticket.

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Now associated with the forms form completion event,

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select the form to monitor here named it incident report.

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This will be our trigger

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to exploit the items filled in by the user

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in the form and integrate them into the list.

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Add the action, get response details,

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point it to the same form and then choose response ID as the id.

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Depending on the type of incident, the flow will decide which list to feed

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for this. We will add an if conditional block

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that will retrieve the dynamic content type of incident from

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the previous step and determine which list to feed.

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Test the word others respecting the case displayed in the form

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if the condition is met,

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add the action create an item from the SharePoint action block.

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Note that a SharePoint item is always associated with a

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list and more precisely with a row in that list,

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a

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file or folder is not considered a SharePoint item.

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Enter the site where your list is located and the relevant list

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display the advanced settings to fill in the different available fields.

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For example, the item title will be question,

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retrieve the dynamic contents from the action,

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obtaining form response details and populate the corresponding fields.

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For example,

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the requester will correspond to the email of the person who submitted the form.

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The question will correspond to the detailed description of the problem.

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The date will be the one when the form was submitted

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the status of the question.

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A choice list field in your list will default to to be processed

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the technician. Meanwhile will be entered manually later

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customize the action block name for detail.

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If the form does not contain a general question feed,

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the other list by adding a create item action in the conditional block,

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associate the form fields with the corresponding fields in the it ticket list.

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Be careful. Power automate will list by default.

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The options set in the choice list,

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make sure to retrieve the response in the completed form.

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The form field names do not need to match those of the list fields.

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Although it facilitates identification,

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finally send a message with the flow bot to the user who filled out the form,

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confirming receipt of their ticket or request

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add for each of the two cases. A personalized message

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save and test your flow.

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Use the form sharing link and fill it out from another account.

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Choosing other for the first case

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once submitted, the flow will execute and confirm its success.

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The user will receive a chatbot message and your questions list will be populated

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do the same for an incident.

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For example, a request for assistance following a network failure,

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submit the completed form.

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The user will receive a message and the other list will be populated.

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Your flow from the form associated with

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Microsoft list will then be fully functional.

Mandarine AI: WHAT YOU SHOULD KNOW

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