Microsoft Form multiple selections match to groups with Power Automate and added to a single column sharepoint list

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Posted on by Dimitri2

Hello everyone,

What I am trying to achieve is the following:

I have a Microsoft Form with 2 string placeholders and 1 multiple selection. I want the multiple selection option to match the groups, like auto-complete. Is it feasible? Should I perhaps try with PowerApps instead?

1) When a new response is submitted

2) Get Response Details

3) ....?

4) Multiple groups are added in 1 column in the sharepoint list (Type is Person/Group)

Screenshot 2021-07-27 135630.jpg

Any help is appreciated. Thank you very much.

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eric-cheng 5,171 on at

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Hi @Dimitri2 ,

You would need a separate list to store the mappings between the group selection and the audience members. Your flow would query the list, do a filter based on the selection and retrieve the audience members. You would probably then need to parse the results into the right format for your column.

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Dimitri2 7 on at

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Do you reckon there's an easier alternative? Because this sounds a bit complex to achieve... I am somewhat confused.
eric-cheng 5,171 on at

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Hi @Dimitri2 ,

Well if you dont have many form options, you could technically store audience members in a string variable and use a switch statement.

The downside is you will need to update your flow if members need changing or if you have a lot of options.

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Dimitri2 7 on at

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@eric-cheng

Thank you for your replies.

Is it possible to elaborate a bit more on your first comment? I want to proceed with your suggestion but since I am not very familiar with those microsoft services I find it a bit hard to grasp. Maybe perhaps write the steps one by one so I know what to follow and how to proceed?

Thank you very much.
eric-cheng 5,171 on at

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Hi @Dimitri2 ,

Please refer to the below. I am on my mobile so the designer will look different.

1. Setup the MS Forms trigger and action to get the response. Initialize an empty array e.g. MyArray

2. Add a switch statement based on the choice field from your MS Form. Add a branch for each option. In each option, add a Set Variable action

3. In each Set Variable, specify the people and group in the exact format. You will just need to replace the email of the people and group.

3. Pass the array in the people picker field of your Sharepoint Update Item action.

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Dimitri2 7 on at

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@eric-cheng Thank you very much for the answer. I am working on it.

I have a question. Doesn't the switch statement refer to a single option only?

if choice == "Group 1" then do this
if choice == "Group 2" then do this
if choice == "Group 3" then do this

What if I want to add both a Group and a Person? Like Group 1 && Group 2 && Person 1 && Person2 ?

Like this image below. For example this is 1 person in a single cell in the column, I want to create something similar but to have multiple groups and/or people in the same cell.