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Field values dependent upon HOW the New Form link is accessed?

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Posted on by EH-19031246-0

Hi All! Weird scenario here I would like to solve for...

I am creating sort of a How Can We Help You? feature in our department's SharePoint site. I would like to present the user with a list of actions or requests, and when they choose one, have a custom form appear that captures the data required for the action or request, and then use Power Automate to create workflows based off of the form data. For example> How Can We Help You? User selects: File a Complaint. A form appears that has Complaint specific fields (ex: Name, Date of Issue, Representative Involved, Details of Incident, etc.), they fill it out, and an email is composed and sent to the Complaints department.

I am thinking the best way to achieve this is to create a single SharePoint list with all the different columns that could possibly be required for each type of issue they might select under How Can We Help You? and then create a form from that list in Power Apps that has fields that are visible and dependent upon what issue they selected: data is saved in the SharePoint List and I use Power Automate to take the appropriate action based on the issue.

The problem I am facing though is I need to be able to identify the issue type in the form. For example, when they select File a Complaint, I want the Complaint fields to automatically appear in the form when they go to create a new list item, and if they choose Request an Invoice, the Invoice fields automatically appear on the form when they go to create a new list item.

What I am trying to avoid is having them open the form to add a new list item, and then having to select their issue. I want them to select their issue via a SharePoint page, perhaps via a link that THEN opens the form, which is already specifically curated to their issue. I hope this makes sense!

Examples of desired outcome is below, but if there is a better/easier way to do this, I am all ears! THANK YOU

On the SharePoint Page they select their issue:

A SharePoint List exists with columns to capture data for EACH issue:

If they select File a Complaint, they are taken to the new list item form but the following appears:

Or, if they select "Request an Invoice" from above, they are taken to the new list item form but the following appears:

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phydn81 7 on at

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This scenario is an ideal use case for the Param() function in Power Apps.
Reference: https://learn.microsoft.com/en-us/power-platform/power-fx/reference/function-param#param

In short, you can add one or more parameters to the Canvas app’s URL and use the StartScreen property, coupled with Switch() in your Canvas App to determine which screen (and form) the user will land on.

Switch(true, IsBlank(Param("scr")), WelcomeScreen, Param("scr") = "1", scrComplaint, Param("scr") = "2", scrInvoice, Param("scr") = "3", scrOutage,)

Note: Using Param() is much simpler in a standalone Canvas App compared to a SharePoint‑integrated app.

If Power Apps isn’t your preferred tool, another option is to create multiple Microsoft Forms and route the submissions through workflows into a single SharePoint list.

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WarrenBelz 155,283 Most Valuable Professional on at

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Hi @EH-19031246-0,

I am assuming this is an internal form (you cannot anonymously share a SharePoint list/site) and you have sorted out the "Can we help you" link (the SharePoint interface does not have any actionable facilities other than View/Edit/New).

However once you get the integrated PowerApp open, you could have a drop-down with the item types and then separate screens for each item and navigate to the appropriate screen OnSelect of the drop-down. You could then have one Flow with parallel branches and send the appropriate required action from relevant Submit button.

Is this what you are meaning ?

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