ms form to ms list

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Posted on by HDAutumn

Hello,

I have a workflow so when an MS form is completed it maps into a MS list. I have tested this and I am coming across an issue with the flow when a ms form field is left empty or N/A is recorded. In reality this will happen as not all the questions will apply to all. How do I edit the workflow so a record is still created in the list when field are left empty or N/A is recorded

Advise on this would be very much appreciated.

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Valantis 6,735 on at

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Hi @HDAutumn,

The most common cause of this is that your flow has a condition or a required field mapping that fails when the Forms response is blank.

Two things to check:
1. If you have any Condition actions checking form field values, an empty response will evaluate differently than expected. Wrap your condition logic with an empty() check first, for example:
if(empty(outputs('Get_response_details')?['body/rXXXX']), '', outputs('Get_response_details')?['body/rXXXX'])
This returns a blank string instead of null, which SharePoint handles fine.

2. If your SharePoint list column is set to Required, SharePoint will reject the item creation when the mapped value is blank. Either change the column to not required in the list settings, or provide a default value in the flow when the form field is empty.
For the N/A case specifically, that's just a text value so it should work fine unless your column is a number or choice type that doesn't accept that text. If the column is a Choice type, make sure N/A is one of the available choices in the list.

Can you share the exact error message from the flow run history? That will pinpoint exactly which action is failing.

Best regards,

Valantis

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Vish WR 3,748 on at

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@HDAutumn

Handle empty or “N/A” values before writing to SharePoint.

you could use

coalesce(outputs('Get_response_details')?['body/FieldName'], 'N/A')

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Haque 3,653 on at

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Hi @HDAutumn,

We can handle these cases by using expressions that replace empty or "N/A" values with a default (like blank) before writing to the list.

//--This returns the field value if present; returns an empty string otherwise. coalesce(triggerOutputs()?['body/YourFieldInternalName'], '') if(or(equals(triggerOutputs()?['body/FieldName'], ''), equals(triggerOutputs()?['body/FieldName'], 'N/A')), '', triggerOutputs()?['body/FieldIName']) //--This sets the field to blank if the form response is empty or "N/A," otherwise uses the actual value.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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11manish 3,333 on at

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To ensure your flow always creates a record:

Use coalesce() (and optional if() logic) in your Create item action and make sure SharePoint columns are not required.

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