Power Up With Power Apps – Extracting Data From Microsoft Forms Into SharePoint

Extracting Data From Forms Into SharePoint

Microsoft Forms can be considered one of the most underrated Office 365 services available on the market. However, MS Forms is an excellent resource for enabling efficient user experience within the Microsoft cloud universe.

Although it is often thought of as a simple surveying tool, its new features have been designed to streamline and enhance your experience of accessing, creating, and distributing forms.

In this third installment of our Power Up With Power Apps series, we will cover how to Extract Data from Microsoft Forms into SharePoint.

Storing MS Forms Responses in SharePoint Lists

You can easily store MS Forms responses in SharePoint Lists. You can also create a PDF document from the responses of the Forms and store it in SharePoint. 

To do this you can use one of the Templates in Power Automate called Record form responses in SharePoint. 

Prerequisites:

• Create an MS Form by going to https://www.office.com/launch/forms and selecting New Form.
  Create a SharePoint List in your SharePoint site with the Form fields as Columns.
• You can quickly do this by:
  • Saving the MS Form Response as an Excel spreadsheet.
  • Creating a SharePoint List in your SharePoint site > Selecting From Excel > Uploading the Excel spreadsheet > Customizing the columns you want.

Modifications required:

• Change the Form ID to point to your MS Form.
• Change the Site Address to point to your SharePoint site.
• Change the List Name to point to your SharePoint list.
• Add the Forms Response fields to each SharePoint Column in the Create Item action.
• Save and test the workflow.

Automating the Forms Process

When a new response is submitted, each response will be saved in the SharePoint list. 

To create PDF documents of the Forms response, customizations will have to be made to the Power Automate workflow. 

For the next part of the workflow,  

• Use Data Operation – Compose action to create an HTML file.
  • You can use a HTML code generator to create the format like https://html-css-js.com/html/generator/ 
  • Add the SharePoint Create Item or Get response details columns next to each field you want to show in the PDF. 

• Use OneDrive – Create file action to create a .html file.
  • You can create a folder in your OneDrive to save all the .html files. 
  • Add this path to the Folder Path by navigating to it by selecting the Folder icon. 
  • Add a file name then add [FileName].html to the File Name field. 
  • Add the Outputs property from the Compose action to the File Content field. 

• Use OneDrive – Convert file action to convert the .html file to a .pdf file. 
  • Add the OneDrive – Create file ID property to the File field. 
  • Change the Target type to PDF. 

• Use SharePoint – Add an attachment to item action to attach the pdf file as an attachment to the list item. You can also store it in another location of your choice. 
  • Change the Site address to point to your SharePoint site. 
  • Change the List name to point to your SharePoint list. 
  • Add the ID of the SharePoint – Create Item action. 
  • Add a file name then add [FileName].pdf to the File Name field. 
  • Add the OneDrive – Convert File – File Content property to the File Content field. 

• Save and test the workflow. 

When a new response is submitted, each response will be saved in the SharePoint list as an item, and a PDF file of the responses will be created and saved as an attachment to the list item. 

Your final workflow should look like this: 

Learn More

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