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Compare Form Responder against an Office 365 Group

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Posted on by JibblyGibbly

We have a couple of HR Microsoft Forms requiring 3 levels of approval by the HR, the Executive Manager (we have 10 different executives and depending on the team, the executive who approves change) and the CEO. The team leader submits most forms and follows the 3 levels.

However, the Executive Manager or the CEO can occasionally submit the form. In these cases, is there a way to check the responder against the Executive Management Office 365 group, and if so, make it go straight to HR and avoid Executive Managers/CEO having to approve the forms they submitted?

For now, the executive manager who approves is chosen from the drop-down menu in the form and using flow, I capture and store who approves in a SharePoint list.

Any help would be greatly appreciated.

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Building flows

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Manish Solanki 15,169 Moderator on at

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Hi @JibblyGibbly

In the flow, add "List group members" action to get the members of m365 group. Pass the group id as input. You can get the Id of the group from the azure portal or ask from the admin:

Next, add "Filter array" action, write a query to filter records based on respondent email:

To enter the filter query, click on "Edit in advanced mode" button present on the bottom and write the below query in the textbox:

@equals(item()?['mail'], outputs('Get_response_details')?['body/responder'])

Now, check the length of the filter array returned by "Filter array" action. If it has a record or length is greater than zero that means the respondent is a part of m365 group so, add the action in "Yes" block accordingly. If it does not, then flow will move to "No" block:

To get the length of array, we need to write the below expression in the expression box as highlighted in the above screenshot:

length(body('Filter_array'))

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks
alex_esdc 2 on at

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Hey! Not OP, but I tried this solution and it failed to find a user (in the Filter Array action) that was already in the M365 group. Is there a limit to the number of users being retrieved? Our group currently has more than 1k members
Manish Solanki 15,169 Moderator on at

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Hi @alex_esdc

By default, it returns 1000 items, but you could increase this limit by turn on the pagination in the settings.

Click ellipses(...) & select "Settings" from sub menu:

Now, turn on the "Pagination" & set the threshold limit as per your need:

Press "Done" to save the changes.

Pls retest the flow after increasing the pagination limit.

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks