It looks like you want to keep track on these Form submissions that eventually get lost in the Teams Channel. Do the team have to execute any process after being notified about the Form submission?
If yes, my recommendation is to track these Form submissions in a any data platform. If you have less than a few thousands of submissions, you can use SharePoint Lists for it. You can also go with Excel if your team is already comfortable with this tool and your goal is simply to monitor a few hundreds of records, but have in mind that Excel is usually not the best approach for complex data models. The only important thing is that your table contains a column for tracking the request status, so it can identify if the record was just submitted or already analyzed/solved by the team (and any other statuses that make sense for your use case).
In practice, you would need 2 or 3 flows for handle it:
Flow 1: Loading data from Forms to Data platform
- This flow will simply populate the SharePoint List (or any other data platforms) with data from your form submission. It is pretty straightforward and you can find a sample on how to implement it in
this blog post that I wrote a few weeks ago (the blog uses an Excel table as example, but you can apply the same logic for other data platforms). The flow design may be a
When a new form is submitted as trigger, a
Get response details action and a
Create item action. Alternatively, you can also notify the team in the Channel with a
Post a message in a chat or channel action.
Flow 2: Notify users about pending cases
- Assuming that you are already notifying the team about new submissions in the first flow, you will need a flow to run your data in a recurrent basis (every day or every week), list all cases that won't analyzed by the team (such as cases with a status equal to "pending", for example) and then notify the team about it. This flow must have a
Recurrence as trigger, a
Get items action with a filter to return only the records with the relevant status, and a
Post a message in a chat or channel action to notify the team about the pending cases. You can send a single notification containing all of the pending cases (for achieve it, you can leverage a
Create HTML table and include it in the body of the teams message) or individual notifications for each record (for achieve it, you will need to allocate your teams message action within an
Apply to each loop). I'm also sharing articles about
using filter queries (that's how you will filter your records in the
Get items) and
using loops in Power Automate.
Change status in Data platform (not necessarily a flow)
- I'm not sure about which are the tasks that your team must perform after checking each form submission, but you can capture their input via Adaptive Cards, which is a very customizable solution for collecting data in Teams messages, but that can be challenging even for more experienced Power Automate users (
reference here); or simply asking the team to manually change the status of the record in the data platform. Depending on the tasks the team must take after the notification, you eventually can automate it and implement this status change as an step from this automation.
Those are just general ideas: feel free to share more details of your use case and I will be glad to discuss other potential automations for it. Also, if the examples above make sense for you, I can support you in implementing it as well :)
Let me know if it works for you or if you need any additional help!
-------------------------------------------------------------------------
If this is the answer for your question, please mark the post as Accepted Answer. If this answer helps you in any way, please give it a like.
