Power Platform Community Forum Thread Details

Hello out there!

Does anyone by chance, already have a flow built out that will restrict the amount of responses received? I am not a good Power Automate builder. I get confused and frustrated but I can cut and paste like a mad dog. If anyone already has this flow that they can share, I'd greatly appreciate it!!

I'm creating a registration form using MS Forms but I need it to stop accepting responses after a certain number. If you've already done this and are willing to share, you're my HERO!!

Thank you,

Gina Cruz

Categories:

Building flows

Hi @GC-14041927-0,

To restrict the number of responses received in a Microsoft Forms registration using Power Automate, you can build a flow with three steps:

Triggers when a new form response is submitted.
Checks the current number of responses submitted so far.
If the limit is reached, disables the form from accepting new responses.

Simple steps but there are some workaroudn that you won't get it directly from PowerAutomate!

1. Trigger: Use the "When a new response is submitted" trigger from the Microsoft Forms connector.

Get response details: Use "Get response details" action to retrieve the submitted response data.

2. Track the number of responses:
Since Microsoft Forms does not provide a direct count of responses in Power Automate, you can track responses in one of these ways (here is the work around is neede):

Maintain a SharePoint list or Excel file where each form submission adds a new item/row. Use "Get items" or "List rows present in a table" to count how many responses have been received.
Alternatively, use the "Get response details" action and call the Microsoft Forms API (advanced) or use the Forms web interface to check the count manually.

3. Condition to check response count:
Add a Condition action to compare the current count of responses with your maximum allowed number.

If the limit is reached: Use the "Update form settings" action (not natively available in Power Automate, so you may need to use Microsoft Graph API or manually disable the form) to disable accepting new responses. Alternatively, send a notification to the form owner to disable the form manually.
If the limit is not reached: Continue processing the response as usual.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!