Error feedback in the event of incorrect entry in Forms

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Posted on by IvenSch

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Good morning everyone,

I am currently creating a form and a workflow to automate purchase requisitions in our company.

The requester enters all the necessary data into a Forms form, which is then submitted and sent to two approvers. The requester has to enter these approvers manually in Forms (last name, first name). This is then transferred via workflow to a Sharepoint list, where the manually entered names are then entered in a column and (at best) recognised as Outlook users.

But what can I do if the requester makes a mistake when entering the name (e.g. forgets the space after the comma or writes the name incorrectly)? So far I haven't found a way for him to get a feedback that there is an error.

Is it possible to automate this - either via Forms or Sharepoint - so that he gets an error message if the name is not recognised as an Outlook user?

Thanks for your tips!

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Using flows

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LokeshBysani 229 Super User 2024 Season 1 on at

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you can have your microsoft flow designed in this way
1. whenever a form response is submitted trigger.
2. Use Compose and concat first and last names with space.
3. Use Search for users (V2) activity and provide the concat name above under search term
4. If that action produces an empty array then the user is invalid send an email to the submitted user that the response is invalid and create a new entry and stop the process. If that action does not provide empty array then you can use that data and proceed further with your approval flow.

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IvenSch 376 on at

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That sounds great!
But how do I have to arrange step 4?
Attached you can see my actual arrangement, but this doesn`t work.

Screenshot.png

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LokeshBysani 229 Super User 2024 Season 1 on at

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can you please elaborate but this doesn`t work. Are you seeing any error when you run the flow.
Can you run the flow and see if Get Users is providing any output value or not based on the search term you provided. If possible share that screenshot

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IvenSch 376 on at

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For sure, find attached.
The Get user seems to work. But if I`d like to create an item in Sharepoint out of it, there is an error.

2023-07-20 14_08_...

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IvenSch 376 on at

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Better said I don`t know if it works.
The search term searches for the "wrong" spelling, so name,given name (w/o blank after comma). That should went into an error as it doesn`t create an output in Sharepoint.

2023-07-20 14_12_...

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IvenSch 376 on at

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So, maybe it is easier to describe, how the users fill out the Forms.

Beside other items, they have to out in the names of two approvers (commercial and technical). Therefore I use a text field where they can enter the name - theoretically - in every conceivable variant.
Then there should be created an item in a Sharepoint list, where this name wents into a contact out of Outlook.
An this only seems to work if the name is exactly written last name, given name.

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LokeshBysani 229 Super User 2024 Season 1 on at

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Yeah the names of the users they are submitting should be of atleast one standard format.
May I know if the users who fill the form will be the users of same organization.
If yes then what's the possibility of asking users to submit the emails with some (, or ; )seperated.

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IvenSch 376 on at

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Yes, we are all the same organization. For sure that would be a possibility. But the more user you have the more mistakes may occur. I just wanted to prevent this by giving a feedback if they put in something in a wrong format.

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