Some background on what I’m trying to do. We are using WordPress and Gravity Forms as a registration system that students can use to register for distance learning courses.
The form is huge. It has a bunch of personal information fields as well as 120 courses divided by grade using checkboxes. All together there are close to 300 fields.
The plan is to transfer the form data to Power Automate using the Gravity Forms Webhooks add-on, and then use that data to update a spreadsheet.
Below are the steps I took in setting up the connection. I thought it would be worth including the process as someone with more experience than me might be able to point out a better way of doing things.
I started by creating the form and submitting a few entries of filler data. I exported the data as a CSV file, opened it in Excel and saved it as an Excel file. In SharePoint I created a new Import Spreadsheet app and imported the Excel file.
In the Webhooks add-on, I set the names of the various key fields (a time consuming procedure.) Then I sent some test data using webhook.site as the Request URL.
I created a new Automated cloud flow in Power Automate that is triggered when an HTTP request is received. I pasted in the JSON file that I got from webhook.site.
For the next step in the Flow, I created a new item in SharePoint that was connected to the Excel file I uploaded. I then have to match up all the fields - another time consuming process.
I decoded the HTTP Post URL and put it as the Request URL in the Webhooks app. After those steps are done, the data in the form is transferred to the SharePoint Excel file - which is great. This process works, but I’m concerned about what will happen when there are requests to change the form - either by adding fields or removing them.
I’m a beginner when it comes to Power Automate, but it looks to me that if the form changes the whole process has to be redone from uploading the Excel file to creating a new flow and setting up the fields again.
Is there a way I can do this without having to redo a ton of work every time the form changes? Any insight would be greatly appreciated!
