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Is it possible to customise respondent data in Forms?

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Posted on by IanWallbridge

Hi all,

I've come across a problem with the respondent data that is collected by Microsoft Forms, and would appreciate any thoughts on whether this can be configured anywhere.

When you create a Form for internal use and set it to 'Record name', it collects two pieces of information (from 365?): Display Name and User Principal Name - or at least that is what happens in my organisation.

This is not ideal. UPNs do not support the majority of special characters, so a mismatch can occur when you are trying to compare Forms responses with another source of data. When my employee Rosie - email address Rosie.O'Donnell@myorg.com - completes a Form, it collects Rosie.ODonnell@Myorg.Com

A better solution would be for Forms to collect 'Mail' from 365 (which does allow / include special characters), or even better to collect employee number, if we were able to pass that into 365.

So the question is: can we configure the respondent information that Forms collects?

Thanks all,

Ian

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manuelstgomes 6,643 on at

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HI @IanWa

Try the "Responder's Email" contained in the "Get response Details". With this, you can easily find the person using the Office 365 connector, and then you'll have all the information properly formated.

I know this is not an optimal solution, but it works fine for me in multiple Power Automates.

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Cheers
Manuel

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IanWallbridge 11 on at

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Hi Manuel, many thanks for this.
You're absolutely right to point out that there is more information about responders 'behind the scenes', but this relies on using Flow to pull that info - and a lot of users who have access to Forms either don't need or wouldn't know how to set up a Flow.
What I'm trying to understand is what the options are for users who have everything they need in the standard Excel list of responses. It's clear that there's no configuration in the Forms front end, but can the core data be amended in 365 Admin at an organisational level?
Hope that helps to clarify,
Thanks,
Ian

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