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Solution to send data to external users with ability to add/edit and send back

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Posted on by LaurenAbrahams

First time poster - just getting my feet wet, but have big plans!

I am managing an implementation of Microsoft Cloud for Nonprofits for 40+ affiliated organizations. I have collected data from each org (current platform, # of users, requested migration date, etc.) but am missing some data points. This is stored in Excel at the moment.

I would like to send (via email) my contact at each org the data I have, have them confirm it, and ask them to provide the missing data. Ideally, this updated/additional data will flow back into my spreadsheet (can also make it a SharePoint list if that is better). I am envisioning a form that is already filled out with the info I have, where they can overwrite or fill in blanks. I also want to include a required checkbox for them to acknowledge the info is correct and complete.

Can anyone think of a way to accomplish this using the Power Platform? Each org is in their own Microsoft tenant, just in terms of security and sharing.

The only thing I've come up with is turning the spreadsheet into a Microsoft List and generating share links manually for each row/list item/org, adding permission for my contact(s) at each org, pasting the link in an email and sending that way. I haven't played this out or tested yet so if anyone sees issues with that, I welcome that feedback as well.

Thank you!

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StretchFredrik 3,395 Super User 2025 Season 2 on at

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When i want external users to fill out information we usually use customer voice, that way we can store variables in the link which lets us know what row to save the data to after they respond.

The thing not posible is to see their old response, this we usually solve by appending the current data we have in the email with the given customer voice link.

This is most likely not the best solution since it does cost around 100$/month to use.

Would be very interested to see if anyone else has a better solution! 😃

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LaurenAbrahams 4 on at

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Thank you!

It looks like I get 2,000 survey responses/mo included with my Dynamics Sales licenses, so this could be a solution without additional cost. I hadn't known about this tool.

When you say "the thing not possible is to see their old response, this we usually solve by appending the current data we have in the email..." -- do you mean that this is what I'd need to do in order to show them the info I currently have? Or, do you mean the data I have on file will surface in the link, but if they make updates to that data, the old data will disappear?

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takolota1 4,974 Moderator on at

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Sure. It takes some extra work & some more advanced components of Power Automate, but it is possible to generate unique form links leading to form pages with existing item data already filled in.

SurveyJS Forms & Power Automate: https://tachytelic.net/2021/04/power-automate-web-forms/

Example of the required update / edit forms with Dataverse as a source: https://community.powerplatform.com/galleries/gallery-posts/?postid=83dafa05-d05d-ef11-bfe3-6045bdd7dda1

(Using Excel or SharePoint lists, to ensure users can't access other users' forms you'd likely need to run a flow to add unique guids to each Excel or SP record & use those guids to filter to the correct Excel or list item [& index the guid column if the SP list may go over 5000 items])

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