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Need Help with Editing Rejected MS Forms Responses Using Power Automate

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Posted on by NastaraN

Hello everyone,

I'm seeking assistance with the following challenge and would greatly appreciate any guidance or even tutorial videos related to this topic. Here's the scenario: We're using MS Forms for expenditure requests. The responses are captured by a Power Automate Flow and stored in a SharePoint List. Depending on the department chosen in the form, the request is routed to the appropriate approvers (which could range from one to four approvers, depending on the department). The final approval status can be either 'approved' or 'rejected'. In cases of rejection, often due to missing information, a resubmission is required.

I'm currently facing two main challenges:

Restricting Submitter Edit Access during Approval Process: How can I prevent the original submitter from editing the form while it's in the approval process? Since the approvers are determined dynamically, I'm wondering how to handle this situation effectively.

Editing Rejected Form Responses: When a form response is rejected, the submitter needs to make edits before resubmitting. Is editing through the SharePoint List the only viable option? And if so, is there a way to automatically update the response data in the Excel sheet connected to the form?

Your insights and assistance would be immensely valuable to me. Thank you in advance for your support.

Best regards,

Nastaran

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wskinnermctc 6,519 Moderator on at

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There is only allowed to edit and not allowed to edit. The form doesn't know about any connection to power automate flows.

The Excel file that is downloaded from the responses is not connected to the form; therefore it can't receive updated information. You would have to make your own Excel file and add rows and edit responses directly as they happen with a flow.

For more user friendly Edit screen:

This will sound like a lot, but I just tested it and took me like 10 minutes to set up link (It would take much more time to customize).

You could go to the SharePoint list and in the List Settings select Form Settings (don't get too excited, this is referring to Power Apps and the Create New and Edit forms. This has nothing to do with MS Forms.).

Change this to Use Custom Forms created in Power Apps. Then click Modify Form in Power Apps. This is where it will automatically create a Power App based on the SharePoint list. You can make edits or whatever, and then you will have to publish the app.

Then let's say an item is rejected, a rejection email will send a link to the item. That link will take them to the edit screen which is now the Power App.

Putting a Power App on the SharePoint list basically changes the Create and Edit fields that normally pop up in list view.

You'd have to spend time understanding or learning the Power Apps. But if you have a long expense approval process then a power app would be more of a comprehensive portal to manage those.

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NastaraN 32 on at

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Hi @wskinnermctc ,

I greatly appreciate your help. I will go through the suggested steps and will come back with my question.

Warm regards,

Nastaran

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wskinnermctc 6,519 Moderator on at

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Sadly, sometimes it is easier to make people submit new forms than work around trying to edit previous submissions. Just think of it as incentive to get it right the first time.

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