Microsoft forms and Flows

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Posted on by Thaz89

How many flows can I create for a single Microsoft form?

I have a team of 55 people and want to automate a form for each user so they can self manage productivity etc.

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Carassius 2 on at

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I think, you'll need only one:

if person1 then do-this
if person2 then do-that
if person3 then....

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RobElliott 10,323 Super User 2025 Season 2 on at

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@Carassius that won't work, there is a nested condition limit of 8 conditions. Even using a switch gives you only 27 "cases". You can create as many flows as you want for a form but it's not a good idea; they might run slowly and the admin overhead would be far too great if you needed to change the form.

But I have to ask @Thaz89 if this way of thinking is really necessary. Do you really need a different form for each person? I have thousands of users submitting IT Support Tickets which get saved via a flow in Power Automate to a SharePoint list - we ALWAYS save Forms responses to SharePoint lists as a backup and because Forms can be flaky. Forms knows who has submitted the ticket due to their O365 login and you can grab the user's details easily in the flow. There's just 1 form. What is it about your data that requires each user to have a form tailored specifically to them? If you can provide some more info then we might fbe able to come up with a suggestion/solution that works better than creating 55 forms! A Power App for example.

Rob
Los Gallardos
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)

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Thaz89 2 on at

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Thanks for the responses.
My team log their work via Microsoft forms. We can then track what cases they work etc but it's quite a large form. Approximately 50 questions in the form altogether but many branch out.
I already have this power automated as a master sheet.
The team have no way of seeing what cases they have worked previously. Forms allows an email response to confirm you did fill it out correctly but the team sometimes require case IDs and fault references etc to check back on. Naturally, I don't want everyone being able to see each other's work as it breeds discontent and distractions if everyone is judging one another.
My solution is to create a flow that picks up the responders email from the form and adds a row to an excel which myself and they have access too. Solving that problem.
I have tried to use macros from the main excel sheet but they cause a lot of problems too.
It's a conundrum but one I figured this could resolve.

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