@RobElliott It is scary, but you can have multiple form triggers in a flow. I learned this last week in this forum posting One Trigger of Workflow Triggers any Previous. Is it a bug or is it a feature??
@Anonymous please listen to RobElliott and disregard me talking about multiple triggers in a flow. Adding multiple form triggers in a flow is a terrible approach and will cause problems.
You need to set up your process so that you have items in a SharePoint list(s) and then the form responses/data/approvals/status from multiple flows operate from the SharePoint list items.
You will probably need to think over your whole process plan and determine how it will work together. There will need to be some way to link the data or form responses together.
I believe with your plan of having people submit multiple different forms on a single item will be difficult to manage. Not impossible, but needs extra steps.
At the minimum you would need some kind of ID or unique identifier to reference, and everyone needs to include that in their form submission.
It doesn't have to work exactly like this but to kind of understand the process, imagine something like this:
- "Form1 Projects" is submitted - when the first form is submitted the person inserts a project id like "P123" as a form response.
- "Flow1 CreateItem" is triggered - this is triggered from Form1Projects response, and will create a single item/row in SharePoint List "Projects" which has columns with all kinds of project info or whatever. It also has a column called "ProjectID" which holds the "P123" value.
- This flow also sends emails to other people to submit their different forms.
- "Form2 DesignDetails" is submitted - The second form is submitted and the person has to enter the project id of "P123" as one of the form responses.
- "Flow2 UpdateItem DesignStatus" is triggered - this flow is triggered when a Form2 is submitted.
- This flow will use a Get Items to look up project id "P123" in the SharePoint list Projects and update that item and row with whatever was needed from Form2.
- "Form3 MarketingDetails" is submitted - the third form is submitted and the person has to enter the project id of "P123" as one of the responses.
- "Flow3 UpdateItem MarketingStatus" is triggered - this flow is triggered when a Form3 is submitted.
- This flow will use a Get Items to look up project id "P123" in the SharePoint list Projects and update that item and row with whatever was needed from Form3.
This is a clunky method because it depends on people carrying over the "P123" correctly in their form response. It doesn't have to be an ID, it could be a name or whatever, but something that can be looked up and referenced in the SP List.
This probably seems like a lot of extra steps, but Microsoft would expect some sort of collaborative process to use multiple tools like SharePoint lists, Power Apps, MS Teams, Planner, and Power Automate.
People like using MS Forms because they are easy to create, but if you are using multiple forms for a single item, in theory this should use a Power App instead.
So to avoid the difficulty of making a Power App, you have to cobble together some more simple processes which will require more steps.
This is not a solution, but hopefully it helps.
