Use of Forms, Power Automate and Sharepoint List for automatic adjustments

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Posted on by MC-11011408-0

I have a sharepoint list of data with 6 columns...

I have created an MS Form with the same headings for the issue of uniform. Once this form is completed and submitted, I have managed to use power automate to send me an email with the specifics of the submission. I would Like to be able to automatically adjust/update the quantity field of individual items in the list following the same submission of the MS form. I am struggling to accomplish this. Please can anyone advise/help?

Thanks

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Fredrik_A 3,644 Super User 2026 Season 1 on at

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Hello,

the only way ive found to do this myself is to use Customer Voice (Which is an addon but works like Forms), that way you can add variables to the form, and you know what row should be updated.

I guess you could send back the ID to the responder when the row is created, and have a simple "Yes/No" column at the start of the form if its a new answer or update, where they then can input the old ID they got from the first response if its an update (This is very error prone though, but if its a small user group it could work). That way you know what row to update.

Maybe someone else has some other ideas?

If my response solved your issue, please mark it as ✅ Accepted Answer and give it a like.

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MC-11011408-0 9 on at

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Fredrik, Thank you for your answer, but the SP list is already created as a list of current stock. I have the created the MS form, this works fine, and then I have connected power automate to send a detailed email when a response is submitted...

The next step I would like to be able to accomplish, is to update or "book out" the submitted item from the SP list and update (or subtract from) the "Quantity" field in the list. Therefore helping me track stock levels (a later plan for automated alerts)

So, unfortunately, it did not answer my question.

Kind regards,

Matt

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CFernandes 8,504 Most Valuable Professional on at

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Hey @MC-11011408-0 -
The missing piece is how to identify and update the correct list item and adjust the quantity.
In your Microsoft Form, do you have a dropdown that returns a unique value? If yes, you can use it in Power Automate.

Trigger - > When a new response is submitted (Microsoft Forms)

Find the correct SharePoint item -> Use Get items (SharePoint) with a Filter Query based on the Form dropdown value.

Update the item -> Get items returns an array. Use Update item and update the record using the ID field.

Let me know if this works for you or you want me to create a Power Automate and Post a screenshot

If it helped you, please click "Does this answer your question?" and give it a like or mark it as Solution, it helps others in the community find answers more easily!
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MC-11011408-0 9 on at

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Calvin,

Thank you for your response, no the form does not return a unique value, the questions are...

1 - date of issue?

2 - Item (choice of 6 items)

3 - Size (choice of 9 items)

4 - Quantity (has to be a number)

5 - Who is recipient?

6 - Who is issuer? (Choice of 5 individuals)

I am trying to use a condition e.g. does response ITEM equal UniformType (in SP) AND response SIZE equal SIZE (in SP), the using a compose action, use the "sub" command to subtract the response quantity from the SP quantity, then update item to refresh the stock item.

I have updated my table (below)

My problem is I am a visual learner, if you have it mapped out it would be really helpful, this is what I have so far...

Regards

Matt

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