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Power Platform Community / Forums / Power Automate / Create item in Sharepo...
Power Automate
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Create item in Sharepoint if new otherwise Update Item in Sharepoint, on Forms submission

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Posted on by 8

Hi,

I created a super simple Microsoft Form for anonymous users to submit RSVP's.  I'd like to allow the end user to save the Form submission in the event they need to change their RSVP status.   I envision one flow that is kicked off upon a new response is submitted.  

 

How do I Create New Sharepoint item if it's their first time submitting, or Update the Sharepoint item if they already submitted and are just updating the RSVP status?

Screenshot 2024-01-23 150716.png
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  • BigDaddyMac Profile Picture
    8 on at

    Form fields are:  First Name, Last Name, Company, Email, RSVP Status

    The flow is already able to create a new sharepoint list item upon form submission.

    I'd like to give the user the option to save their form submission, and update it later on if needed.  I want the existing Sharepoint item to then be updated if they re-submit their response.  

     

    I've tried multiple ways of achieving but have not been successful yet.

  • v-jefferni Profile Picture
    Microsoft Employee on at

    Hi @BigDaddyMac ,

     

    I assume in SP list the Emai column will save responders' Emails. The flow would be as follows:

    vjefferni_0-1706065990501.png

    vjefferni_1-1706066042066.png

     

    Best regards,

  • BigDaddyMac1 Profile Picture
    4 on at

    Hello, 

     

    Thank you for your feedback.  I have duplicated what you provided into my flow.  It saved fine and creates a new Sharepoint List item for new entries.  Great! 

     

    But, and maybe I'm missing something, in the Form it allows you to enable a setting that permits the end user to save the Form to their account if they want to modify their form submission later on.  So for my testing, I do this.  I submit a brand new entry, I save the form, I then open the saved form and change the RSVP status from Yes to No and then I submit again.  This results in no change happening in the Sharepoint list.  Furthermore, this Submit function provides no log to review the workflow.  So I don't know if this particular submit button functions the same way, or if I need to look elsewhere for a log of some sort....It's like nothing happens at all when I click on that Submit button after Editing Response.

     

    Make sense?

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  • BigDaddyMac1 Profile Picture
    4 on at

    Interesting fact.  I submit a brand new form entry and it creates a new sharepoint list item.  Great!

    I then go to the flow run history, and I submit the exact same job a second time and can see that the flow does work.  It does go through the condition and succeeds at Update item.  This tells me that the workflow logic is correct and works, but it has something to do with that Submit button from the saved form response.   

    Success.png
    save response.png
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  • Verified answer
    v-jefferni Profile Picture
    Microsoft Employee on at

    Hi @BigDaddyMac1 ,

     

    It's by design. Flow won't be triggered by an edit of form submission.

     

    Best regards,

  • BigDaddyMac Profile Picture
    8 on at

    Hi @v-jefferni, thank you for verifying that fact.  Any idea as to why that is by design?  Is there any plan, that you are aware of, to allow that Submit button to function like the first Submit button, or maybe provide another trigger action in Power Automate, ex. "Upon Forms Submission Update"?

     

    My goal is this, end users will browse to the Form and submit their response.  I'd like them to be able to modify their response at a later date, if needed.  I do see that when I submit an edited response, it in fact modifies the appropriate line item in the Excel that Forms provides for responses.  I'm wanting to use Power BI to then connect to the data and present it, but since that Submit button doesn't function the way I need it to, the Power BI data may not be 100% correct because updated responses aren't being recorded in the Sharepoint List.  

    Can you think of another route that I could take to capture the most updated data from that Forms Excel of responses short of manually downloading it and cross-checking Sharepoint?  

     

    Greatly appreciate your feedback.

  • BigDaddyMac Profile Picture
    8 on at

    @v-jefferni on second thought, in Forms I'm going to disable the feature that allows the user to save their Form submission.  If they need to resubmit, they'll do so from scratch.  That means the data set will potentially have multiple entries for the same user, but I will utilize Power BI queries to compare timestamps and keep only the most recent Form submission.  

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