Best way to send a user question form from a Power App

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Posted on by Jduggins

Hi, I would like some suggestions on the best/easiest way to handle a problem I have with an app.

I have built an incident reporting app for my organisation. This captures responses and stores them in Sharepoint.

The back office review this incident and may send an email to a manager with follow up questions. These are set questions the back office use but they choose which questions to ask e.g. there are 19 questions, they only need to ask questions 3, 5 and 6

I want the whole thing to be captured and delivered in Power Apps if possible.

What would be the best way to set up an app that achieves something like:

1. Back office logs in, has a gallery in front of them with logged incidents. They select the relevant incident

2. They are taken to a page with the incident details and a section to choose the questions they need answering

3. These questions are sent via email to a relevant person who accesses a link in the email, gets taken to the Power App and is presented with only the relevant questions they need to answer. These answers are then stored in a separate Sharepoint list with a look up to the incidents.

I have seen that some of this is achievable using Sharepoint itself but I don't want the use to have to jump around too much and just have the central hub of the PowerApp. I'm struggling with getting the content dynamically visible for the user in an easily manageable way. Any help much appreciated.

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Building Power Apps

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BCBuizer 22,726 Super User 2026 Season 1 on at

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Hi!

To make this process work efficiently, I suggest creating a SharePoint list (questionnaires) to manage questionnaires. This list should include columns for the incident ID, correspondent, status, and selected questions.

Workflow Overview:

Incident Selection: When the back office selects an incident and assigns the questions to be completed, a new record is created in the questionnaire list.

Automated Email Notification: A Power Automate flow sends an email to the correspondent with a deep link to the questionnaire.

Dynamic Question Display:

When the user clicks on the deeplink, they are taken to the questionnaire screen.

In the questionnaire screen, a form with data cards will be used to display all possible questions.

The visibility of each question is controlled conditionally based on what was selected for the questionnaire.

For example, if questions 1, 2, and 3 are selected, the corresponding column in SharePoint will store "1,2,3".

This value is saved in a variable (varVisibleQuestions), and each question’s visibility is set using a formula like:

"1" in varVisibleQuestions (for question #1).

Only the selected questions will be displayed to the user.

Storing Responses: The responses are saved in a separate SharePoint list (Responses), linked to the incident ID using a Lookup column.

Response Review: The same logic for dynamic visibility can be applied when the back office reviews questionnaire responses later.

This setup ensures a seamless, centralized experience within Power Apps, without unnecessary navigation between different platforms.

If this reply helped you in any way, please give it a Like 💜 and in case it resolved your issue, please mark it as the Verified Answer ✅.

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Jduggins 44 on at

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@BCBuizer

Thanks for this, I was going down this route so I don't think I was a million miles away.

Just to clarify

1) Currently, the questions to be asked part I have as a column with a muti selection option, all with the question titles. This is displayed in the Power App as check boxes like so:

I can store the values in a Collection with:

Collect(colManQuest, Checkbox5.Text);

Are you suggesting that the values are stored in the SP list first, the email with the deep link is sent to the manager with the ID, and when opened, this stores the questions selected in a variable and is used for the display of the fields?

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BCBuizer 22,726 Super User 2026 Season 1 on at

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Hi @Jduggins,

How you structure your data is ultimately up to you, but here are some considerations of how I would do it:

1. In any case you will need an incidents list

2. In case you'll have only 1 questionnaire per incident, you don't really need a separate list for questionnaires, because you can save the "questions to ask" data in the incidents table as well.

3. I suggest to have a separate list for questions, which will contain the full text of the questions and an identifier through which you can find the question. Maybe you'll also want to add something like an IsActive column so you can retire questions from being selected by the backoffice whilst the text of the question remains available for completed questionnaires at the time they were filled out.

4. For responses you can have a separate list which contains data like the related incident (or questionnaire in case of multiple questionnaires per incident), related question and the response.

With the above structure, after the user has clicked the deeplink, the relevant incident/questionnaire can be retrieved and the "questions to ask" column selected. Using a Split() function, you can created a collection of questions to be displayed in a gallery. The user can then fill out the questionnaire after which the responses to the questions get saved to the responses list; 1 record per answer.

If this reply helped you in any way, please give it a Like 💜 and in case it resolved your issue, please mark it as the Verified Answer ✅.

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