Forms with Microsoft SharePoint

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Posted on 10 Jul 2023 20:55:29 by BeakalSebsebe

*MAJOR HELP*

Does anyone know how to have a form pop up in a Microsoft SharePoint site when a file is added to specific view in a list?

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eliotcole 4,273 Moderator on 11 Jul 2023 at 17:10:33

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Re: Forms with Microsoft SharePoint

You might be better off in a SharePoint community, to be honest, @BeakalSebsebe ... however I believe that if you have the columns for this, then you can achieve this by making a library specifically for the files.

Then add a lookup column to the library, which looks up your target list.

Then, add all the columns of data that you want to gather about the file to the library, add everything there, just like it were a list, and then mark which ones you want marked as required. Adding required fields will stop just anything being added, and if you want an extra layer of security you can put validation on the columns to ensure they have the right information in them.

Now you can wrap a flow around this to react to new and modified items, with a trigger condition on every column that you want to ensure that it doesn't run unless there's value there. That will not let the flow start without key columns not(equals(COLUMN_REF, null)) (you can rabbit hole that to check for empty and blank items too) and mean that you won't be inundated with updates / flow runs.

Then use the flow to update the parent list with the file.

Apologies I'm not doing the super detailed response, here ... don't currently have the wherewithal I'm afraid!

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JamesDix_n 203 on 11 Jul 2023 at 15:01:47

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Re: Forms with Microsoft SharePoint

Hey, so there might be quite a few ways to meet your needs here and others may have some thoughts.

Do you need the Flow to generate the new Form? Could you simply have another column in your list with the respective Forms link or even the columns for people to add the Metadata? That seems like a straightforward and clean way of dealing with this to avoid separating the data?

If you want to make use of Power Automate then you could do something along these lines but it will depend on the points above, how many Forms you have and how you're able to create a condition to share the correct one if needed. You'll probably need to play around a bit to find what works for you:

Sharepoint: When an item is created
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Teams connector - Create a chat (using dynamic content of the email from the person that created the file)
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Post the choice of options as the Flow Bot to a User (sharing links to Forms).

Sorry if I have not fully understood your use-case properly but hopefully that helps as food for thought.

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BeakalSebsebe 4 on 11 Jul 2023 at 14:25:47

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Re: Forms with Microsoft SharePoint

Ok got it. Thanks for the advice.

In terms of answering your questions, the form would achieve the same thing as someone putting information (metadata) in the columns we have created for the list when you drop a file in the library. We just want that form to be there for each file that way it's a cleaner look and there won't be any missing metadata. For volume, we wouldn't know how many people a day would be dropping files in the library, but we do know that we would like to have one form for each file that is dropped in there if that makes sense.

Would you possibly know how to create a flow that would help me gear it towards Microsoft teams?

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JamesDix_n 203 on 11 Jul 2023 at 14:05:41

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Re: Forms with Microsoft SharePoint

Hi, I am not sure it would be possible to have a pop-up but there might be other things you could do to achieve a similar result. What do you want the Form to achieve? How many people might be filling it out? If there's any identifying information in the list then you might be able to build a flow that sends a Teams message to a person with a link to the Form. I hope that helps.

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