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forms delete all responses

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Posted on 2 Jul 2018 09:19:32 by Omar

It would be great to have an action that when triggered deletes a response or possibly all responses. Due to GDPR having data saved both in Forms and in SharePoint (if the form data is copied into SharePoint) is not ideal and there is currently no way to automate the deletion of the responses from within Flow. I know all of the responses within a form can be deleted from within the Forms action menu so having something similiar as an action within Flow would be great.

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SB-13101613-0 5 on 13 Oct 2024 at 16:16:55

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forms delete all responses

Hi @clh - this looks really helpful, but i'm struggling with how to find my tenantID/userID - any help/advice gratefully received,

I have a bunch of flows that used the old method, and i hadn't realised it had stopped working until these were switched off as recurrently failing.

many thanks
clh 54 on 10 Oct 2024 at 14:50:33

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forms delete all responses

After recreating the connection initially fixed it back in August, mine started failing again about 2 weeks ago. Nothing worked so I came back to this thread to see if anybody had any updates.

Sure enough, as described in this Reddit thread mentioned in a previous reply here, https://www.reddit.com/r/MicrosoftFlow/comments/1bc09jb/send_an_http_request_to_sharepoint_forms_api/, I got it working using the Premium "Invoke an HTTP request" action from the "HTTP with Microsoft Entra ID (preauthorized)" connector. Here are a few extra details to save people some time, which took me a little bit of time to figure out.

Must use the "(preauthorized)" connector. The just plain "HTTP With Microsoft Entra ID" connector won't work, or it didn't for me. I got an error as soon as I tried to create the connection with the non-preauthorized one about requiring admin consent. But the preauthorized one worked fine.

The "Base Resource URL" and "Microsoft Entra ID Resource URI" are for creating the connection, not in the action itself. If you are not prompted to create a new connection immediately when you add the action to your flow, be sure to manually create a new connection within the action specifically for https://forms.office.com

This action only has a single parameter for the URL instead of splitting it into the separate Site Address and the Uri that the SharePoint HTTP action has. So the URL simply ends up being the full...
https://forms.office.com/formapi/api/<TenantId>/users/<UserId>/forms('<FormId>')/responses(<Response Id>)
all in the "Url Of The Request" parameter.

or simply
https://forms.office.com/formapi/api/<TenantId>/users/<UserId>/forms('<FormId>')/responses
if you want to delete all responses.
sree813 75 on 25 Sep 2024 at 08:49:26

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forms delete all responses

Many of the users are facing the same issue.

Please check this thread: Send an HTTP request to SharePoint - Forms API - Flows Failing since 18-09-2024 (powerplatform.com)

We have also created a ticket to MS. Once we have an answer from them, will give you an update here.
Thanks.
DavidBump 24 on 24 Sep 2024 at 15:23:37

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forms delete all responses

Sorry; I worded that poorly. Yes, automated removal of all responses is what I'm after. From what I can see, the Excel workbook is a one way sync from Forms; modifying the worksheet doesn't delete results from the Form itself--I can still review the results, or kick off a new synced workbook that contains all of the responses. Deleting the attachment saved in the Documents library does not affect the results either (though the link for that "answer" is broken). Am I missing some other way to purge responses from SharePoint?
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Michael E. Gernaey 42,405 Super User 2025 Season 1 on 24 Sep 2024 at 01:28:22

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forms delete all responses

Hi

Yes and no. The Excel is always exposed in the UI (form) or share a screen please showing it doesnt

But I thought you wanted to automate removing the data

Now you have a couple things

1) as a group it not just shares the data in the Excel, it also stores the Attachments etc.

So you said you wanted to automate removing it, so I said, automate removing the data from the SharePoint location, since you know what it is based on where the SharePoint document library is, that you created the group Form.
DavidBump 24 on 23 Sep 2024 at 13:24:05

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forms delete all responses

@FLMike my form is a group form, and I know that behind the scenes the data is stored with the group, but I'm not seeing a way to view or modify that from SharePoint. If you have any pointers, that would be a great alternative, but as far as I can tell, that data isn't exposed except through the Forms web interface.
sree813 75 on 23 Sep 2024 at 11:24:31

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forms delete all responses

Hi everyone,

I am also facing issues with this since 18 Sep which was working fine for more than a year.

I have tried deleting/creating new connections but still does not work.

Anyone else having recent issues and was able to fix it?
Thanks.
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Michael E. Gernaey 42,405 Super User 2025 Season 1 on 22 Sep 2024 at 03:19:27

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forms delete all responses

Hi,

If you were to make this a Group Form, then you could in fact wipe it out directly from SharePoint, as it will all be there for you to grab and delete the file, clear the file, clear details and results.
DavidBump 24 on 20 Sep 2024 at 21:32:08

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forms delete all responses

I've had a flow using this to purge responses from Forms since early 2023. This May it started failing, and recreating the connection reference fixed it. Yesterday it started failing again, but nothing I try works; I've re-read this entire thread (which has some great info) and tried multiple variations. My search also shows some other people are suddenly encountering failures with this, starting this week, so I wonder if the SharePoint HTTPS action is no longer interacting with the Forms API correctly. Anyone else suddenly seeing this fail?

I found a workaround in this reddit thread: https://www.reddit.com/r/MicrosoftFlow/comments/1bc09jb/send_an_http_request_to_sharepoint_forms_api/

I tried it myself, and it does indeed work; finding the connector is a bit odd, but searching on "Invoke" returned it low in the list of results: "Invoke an HTTP Request [PREMIUM]" with a sub-text of "HTTP with Microsoft Entra ID (preauthorized)." As the commenter Status-Shop-5245 in that thread mentions, specify https://forms.office.com for both of the prompts when adding that action, then sign in, and at that point it displays a more familiar looking HTTP Request action, very similar to the SharePoint one, but with a blue theme instead of SharePoint connector green.

It's possible that the Forms API requires authentication that the SharePoint HTTP Request isn't satisfying, but the pre-authorized Entra ID version does? I'm not excited about using a premium connector for this, even though I am licensed. I'm pretty sure this does not fall in the category of license multiplexing, since I'm the only one deriving value from it (I'd be the one manually purging the form without this flow).
clh 54 on 12 Aug 2024 at 18:06:05

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forms delete all responses

Just discovered something if you're having trouble with this.

RECREATE THE CONNECTION WITHIN THE ACTION.

Mine had been working for almost a year and just suddenly last week started failing with the "Unexpected response from the service."

After a bunch of troubleshooting and trying different things, none of which worked, it turned out that all I needed to do was create a new Connection within the action.