Retrieving previous submitted ms form information

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Posted on by LeoApril

Hi everyone

I would like to check whether can we do something like this:

- previously user submitted their information in application form

- now I wan them to submit a new form for on boarding

- but I don’t want them to keep filling up same information

Is there a way to retrieve information from their first submission & combine with the 2nd ms form submission data then populate it out in excel? I understand we need info to identify the same person, so maybe can use identity card number?

can this be done using ms flow?

thanks for any help/info in advanced.

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eric-cheng 5,171 on at

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Hi @LeoApril ,

If you are using Ms Forms standard, I dont think there is a way to get already submitted historical responses automatically. You can export the answers into Excel and import into SharePoint. Moving forward, you can store new responses to the same SharePoint list and correlate back to the responder.

If you are using D365 Customer Voice, everything is in Dataverse so you can look at querying the responses out.

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LeoApril 10 on at

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Hi Eric

thanks for replying. Can I check, what you mean by correlate back to responder?

in fact, I have not started the form yet. But having this idea of doing this as I can foresee the process flow as it definitely will be 2 submissions.

But I’m not sure whether I can combine the data from both submission together and populate it in one pdf/excel/words form. I know the responder data can be stored in share point but whether I can query the data from 1st share point excel n combine with 2nd set of data from 2nd submission. This is the part I’m not sure about.

or is there other way to do it?

any help is appreciated!

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eric-cheng 5,171 on at

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Hi @LeoApril ,

As long as there's a relationship between the two responses e.g. responder email, you can lookup the data whether its in Excel (List rows in table) or SharePoint (Get Item) using the relevant connector.

With this said, I would suggest creating a SharePoint list and doing a once off import to the list. Next, modify your flow to record all future responses to the same list.

I do not think you will able to query the Excel inside MS Forms directly through the flow which means you will periodically need to download and upload to a library. Hence, modifying your flow to also write to the list is the way to go to avoid this.

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LeoApril 10 on at

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Thanks Eric! I understand what you mean. Let me try this out. 🙂

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