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Chain multiple forms in a flow

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Hello,

I'm fairly new to power automate and flows.

I would like to create a flow that contains multiple steps and in each one of them a form has to be submitted by a given person.

My case is more or less as follows:

Person 1 fills form A
Person 2 receives notification of form 1 being filled
Person 2 fills form B
etc.

I would like the information of form A and B to be linked.

I think the flow is fairly similar to https://emea.flow.microsoft.com/en-us/galleries/public/templates/4071c6b040c611e7ad68c1c80e905297/send-form-responses-for-approval/ but the two forms add a bit of complexity.

Is there a way to achieve my aim or should I create two separate flows and ask Person 2 to fill the information from form A again in form B.

Thank a lot.

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Building flows

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hi @Anonymous

It is always recommended to have just one trigger in a flow. Therefore, if the second person would submit the form, a new flow should be configured for the same.

You can generate ID fields for linking the form responses. Something like, person A fills and submits form A, create Item in sharepoint and get the ID and send this along with the notification to Person B. Person B fills Form B where they input the ID received from A in a question and upon submit, trigger another flow, get the item from the item ID and update the rest of the fields and so on.

Hope this Helps!

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efialttes 14,756 on at

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Hi!
Even though you can theoretically add a second trigger in the middle of a flow, you cannot activate conditional trigger functionality on this second trigger, which means it will be executed either if B answers or somebody else does it.
So... you need two flows, store context status from flow#A in an external repository (CDS, sharepoint, excel...) so flow#B can access it, this way you can probably simplify second survey
Hope this helps

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Community Power Pla... on at

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Hello @yashag2255 ,
I have two things I would like to avoid in that approach:
I would like to keep the visibility of the main flow (I have 8 steps and I'd like to know where each process is)
I'd like to minimise human intervention
I can overcome the first one doing a Power BI dashboard or similar to link the different flows, but, it won't be as transparent as checking the runs in Power Automate and it will have to be changed if new steps are added.
For the second one, I know copy pasting a field is not much, but automation is aimed at reducing these kinds of actions.

I'm thinking on chaining a set of approvals and including the information about the next step on the notification mail. Point 2 will still be a problem but I'll gain visibility on Point 1. Is this a reasonable approach?

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hi @Anonymous

Agreed! The point here is to link the two responses. Another way I see you can do this is, if it is within the organization itself and if person B can view the response you can add the link to the sharepoint item from the Person A's response and then person B can directly navigate to the item from that link and add their responses there. You can then send an email once the person B has completed/ their response.

Else, providing B with a unique Id (like RES-1) and then they fill it in their response as the first question and then link it to the SP item would be the best approach in my opinion.

Hope this Helps!

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!

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Community Power Pla... on at

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I think this is the approach I will take as the Person A's response is fully visible for person B.

Thanks a lot!

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Madhuris_20 3 on at

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Hi All,
I am working on the same scenario, where I am using only one form.
I want sub-manager to fill the form for ratings given to employees based on their performances.
Once this form filled by sub-manager, It will goes into managers account to fill the same form along with sub-managers ratings (which is only with the view access to manager).

Please share ideas for creating flow for above scenario & also for achieving to make sub-managers filled form only visible to manager and other fields to get filled by manager.

Thanks in advance!

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