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Power Platform Community / Forums / Power Pages / Making a template form...
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Making a template form in portal

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Posted on by Microsoft Employee

Hey, I was wondering if it is possible to have dynamic(ever changing) record id in form edit record of a portal using flow and have different link for each different record? Say I have several record of project survey that need to be filled by different people, can portal create a page that is like a template so that I could send different link to different people? Is there any way to achieve this? Thanks in advance!

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  • oliver.rodrigues Profile Picture
    9,461 Most Valuable Professional on at

    Hi, can you explain a bit more your scenario? 

    You want different URLs to get to the same form in the Portals, is that it? If yes, is there any specific reason? why not share the same URL?

     

  • justinburch Profile Picture
    Microsoft Employee on at

    Hi @Anonymous,

    I'm also a little confused. It sounds like you want to say "Create a template where survey 1 goes to user A, survey 2 goes to user B, ...", but that's already how the forms work when you use "Record ID" Edit/Read form types.

     

    EDIT: Re-reading it (reading first try is hard today 🙂), it does sound like you want what Oliver is suggesting. I also am not sure why you wouldn't just send it to multiple people (they'd see the previous response, though?).. you'd probably want a copy of each Survey sent to multiple people.

  • Community Power Platform Member Profile Picture
    Microsoft Employee on at

    Hey @OliverRodrigues . I am trying to make a survey that can be saved to model driven so I am considering using form. I have an entity called project where there are several records of projects there and for each project there is going to be a survey from portal that I need to send to the person in charge of that project. The survey entity will contain a look up to that project so different record id are going to be need for every survey I send. I need a different link so that when a person going to fill out that survey, he/she could be directed to fill the record intended for them. I hope it is not that confusing 😅

  • Community Power Platform Member Profile Picture
    Microsoft Employee on at

    Hey @justinburch , I do want what Oliver is suggesting however I have different records of empty survey prebuilt using power automate and I would like that different record appear in edit form for the intended people... I am not thoroughly understanding how "Record ID" works, is there a way to connect it with power automate so that when I email a link to specific person (without that person logs in into portal) they will see form with the intended record... Is it simpler? 😀

  • justinburch Profile Picture
    Microsoft Employee on at

    Hi @Anonymous,

    The docs here will provide what you need to know from a field perspective, focus on "Record Source Type" set to "Query String." With it, when you create a Web Page, the user will access the record by adding the record's GUID to the URL based on the next field, "Record ID Query String Parameter Name". Note that this field defaults to "id" and that usually works best.

    E.g., if URL is https://byansakurasportal.powerappsportal.com/project-survey/ for the Web Page to show the Project Survey, then https://byansakurasportal.powerappsportal.com/project-survey/?id=1ba19e3d-2fd1-e511-80df-c4346bac0574 will take them to the Project Survey with a unique record ID identical to the bold GUID.

    Now, assuming the Contact that needs to fill it out is also related in some manner, your Power Automate would just construct your URL. E.g., if the email is using an email template, you can have a field on Project Survey that you fill with a Power Automate or a workflow on create to set it to be:

    "https://byansakurasportal.powerappsportal.com/project-survey/?id=" + [Project Survey ID]

    If not using an email template, you can just do the same directly in Power Automate. Either way, just add the URL or wrap it in an HTML link.

    Assuming you don't have Entity Permissions enabled, and you don't list the Project Surveys in any subgrid or entity list on the portal, it would be unlikely that someone could find a survey other than their own sent in the email.

    If you need to lock the form after a submission, consider following the method I use here: PowerApps Portal Security Part 3: Locking Forms after Submission | Justin Burch

  • Community Power Platform Member Profile Picture
    Microsoft Employee on at

    Thank you @justinburch , i will try to make it work

  • Fubar Profile Picture
    8,487 Super User 2026 Season 1 on at

    If you haven't already, you should maybe look at Dynamics 365 Customer Voice (Microsoft Forms Pro).  Just need to setup under the correct instance so you get your response data in the same Dataverse - look at the out of the box flow for post case resolution survey.

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