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Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

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Posted on by MikeAS

We have an Access Database using sharepoint lists as the back-end. We just started working with Microsoft Forms and Power Automate (Flow) so we are pretty much novices. I can see great potential for this and yesterday, built a simple flow using a form which populated a record in one of our sharpoint lists.

We have customers who requests quotes from us and I had thought that instead of gathering the data manually and entering it into our database, we could simply send them a link to a form and have their input go directly into sharepoint when they submit it. I tested this yesterday with a simple form and with data going into one list. It worked fine. The problem is, for a quote we need data to go into at least 2 lists. For example, we need billing address info and shipping address info. These are two separate lists. So my question is, how can I create a single form, with inputs for both list data which we can send to them and create a flow that will send the data to both lists?

Thanks

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Business Process Flows

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v-alzhan-msft on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Hi @MikeAS ,

Waiting for your feed back.

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
MikeAS 13 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Alice,

Thank you. This looks like something I can go on. It will take me a while to digest it and try it but it seems like it will be worth the time. I will report back.
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v-alzhan-msft on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Hi @MikeAS ,

It is really easy since you could add two Get items action for the two list.

And you would know with question answer would be saved to which list, then you could just add all the answers to the two lists.

Please refer to my screenshot below:

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
efialttes 14,756 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Hi again!

Probably it's me, that I do not understand where is the complexity.

So let's assume you need to create three items, because you deployed three lists. Let's assume the first item shall store Company Name, Order Number, items requested, total cost. And, the second item shall store Billing related info: Order Number, Billing Contact Name, Billing Contact Address, etc. And, the third item shall store Shipping related info: Order Number, Shipping Contact Name, Shipping Contact Address, etc. So you add three 'Create item', each of them targeting its own SP list.

Its up to the way you design your flow, your data model and the way you distribute it across your SP lists.

Am I missing something?

Thanx!
MikeAS 13 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Thanks, Here is a screenshot. Yes we do want to add a row to the lists when the form is submitted. My questions is, if some of the questions in the form apply to a different list, how do I differentiate which list they go to from the same single form?
efialttes 14,756 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

Hi!

I think it is easier to explain if you share a screenshot from your current flow design, if you have already started. If not, create a dummy Form and a couple of dummy SP lists so you can implement your first Flow steps, share screenshots, so it will be very useful to discuss options

Please also note I miss a bit more context info. For example, every time your receive a response, do you need to create a new item in both SP lists?

Thanx!
MikeAS 13 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

@efialttes wrote:
But nothing prevent us from spreading the info in two o more SP lists

But that is my question. The only connection I can see to the form is by selecting one list. How do I separate out fields in that form that I want to go to a different list?

Thanks
efialttes 14,756 on at

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Re: Using Microsoft Forms with Power Automate to send data to multiple sharepoint lists

@MikeAS

Yes you can!

You will find templates triggered when a forms response is received, and storing answers in one SP list. But nothing prevent us from spreading the info in two o more SP lists.

My suggestion is to start building your flow, and whenever you feace a challenge, either search or even open a new topic on this community to find a reasonable solution.

Happy flowing!