Power Platform Community Forum Thread Details

I'm trying to build a scalable solution to monitor a large number of Microsoft Forms (hundreds) that are part of a Group.

My goal is to:

Automatically detect when a new response is submitted for any of these forms.
Send an email with the response details to a recipient.
Log each response in a single central Excel file, where each row contains:
- The answers to the form (forms have the same structure),
- The title of the form that was submitted,
- The response ID or timestamp.
The idea is to later connect this Excel file to Power BI for analysis of all responses across all forms.

Constraints:

Power Automate doesn't allow for a dynamic trigger on "when a new response is submitted" across multiple forms.
Maintaining separate flows for each form is not feasible due to the scale (hundreds of forms).
All forms share the same question structure, which allows centralized storage in one table.

What I have in place:

An Excel file with a list of Form IDs (and optional notification email addresses).
Each form is created within a Microsoft 365 Group (not personal forms).

What I’m looking for:

The best scalable architecture to:
- Detect new responses for each Form ID,
- Store the results in one Excel file with the associated form title,
- Send an email alert to a configurable recipient,
- Ensure no duplicates are processed (i.e., track last response ID or submission time),
- Run this on a timer (e.g., every day).

If anyone has experience with something similar (e.g., using Microsoft Graph API, Azure Automation, PowerShell, Logic Apps, or a custom connector for Forms), I’d love to hear your thoughts or see sample implementations.

Thanks a lot in advance!

Categories:

Power Automate Desktop

The only way I can see to make this work is to use the Trigger "When a file is updated" targeting the location where the form results are stored in Excel and processing it there. You'll need to grab the row data, insert it into the master list (which would need to be stored in a different folder, or use a Condition at the top to check for that specific filename and terminate if true), and then delete the copied row from the source excel file.

This will have an issue with the flow running concurrently with itself and causing edit locks on the master file, though. A more elegant solution would be:

Trigger: When a file is modified, targeting the folder where your forms results excel files are stored
Condition: if the filename is the same as the filename of your master list, terminate
Get Rows on the excel file that caused the trigger
For each row, write the data to a Dataverse table and then delete the copied rows from the excel file
Use a second flow that runs every 15 minutes to copy the data from Dataverse to your master list

This method prevents file locking issues but adds complexity. If your forms are completed rarely (unlikely given the volume) then you don't need to worry about file locking, but I wouldn't count on it.

Good luck!