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Multiple End Date Microsoft Forms

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Posted on by gdps-vc

Greetings everyone!

I want to automate the NPS process for the admissions area where I work.

We have a sharepoint list all the company's employees. This list is updated weekly through an automate, which deletes the entire list and registers a new updated one. In this list there is a column with the employee's hire date. The idea is that after 30 days of admission, a survey will be sent by email with questions about the experience of the process.

However, the biggest problem is: when the user receives the forms link to respond, they have up to 30 days to respond, otherwise the form must be disregarded. I know that Microsoft Forms has an option to set an End Date for the form to accept responses, but this involves the entire form. My scenario requires that each response link has a unique end date.

Or some way to count how many forms were sent, and how many were answered within 30 days of sending, how many were answered after 30 days of sending, and how many were not answered.

Any ideas how to achieve this?

Best Regards,

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victorcp 2,350 Moderator on at

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Hi,

As far as I know there is no way of doing that, but you can monitoring the Forms responses.

For example, when the user answer the forms, Power Automate will be triggered and check when the employee was hired and calculate the dates.

If less or equal to 60 days (30 days after sending the forms), it is ok

If greater than 60 days, it is not ok

I guess it should solve your problem

If you any doubts please let me know

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wskinnermctc 6,519 Moderator on at

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@gdps-vc I agree with @victorcp about checking the form submission date against the new hire date. That is probably the easiest method.

Alternatively, I would accept the form response information and put it into the list. However, I would add a column that shows the form response date. Also add a column that selects if the form response was on-time or late. This let's you get a count of when the responses were sent by filtering.

You can also send an email to the user saying "You submitted the form after the due date; therefore your responses may not be recorded or we can't take action........etc" or something like that.

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sandeepstw 312 Moderator on at

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Hi @victorcp ,

To automate the NPS process based on your requirements, we can do using -

Maintain your existing SharePoint list of employees. Use the 'Hire Date' column to trigger the survey distribution.
Create a flow in Power Automate that. Triggers daily to check the SharePoint list. Identifies employees who have reached 30 days since their hire date. Sends an email with a unique Microsoft Form link for the NPS survey. This can be achieved by appending a query parameter (like a unique identifier) to the form's URL, which helps in tracking individual responses.

Since Microsoft Forms does not support individual expiration dates for each response, you'll manage this in Power Automate. Create a standard NPS form in Microsoft Forms. Use Power Automate to track when each form link is sent.

In Power Automate, maintain a secondary SharePoint list or a similar data store to record each form link sent, the send date, and the unique identifier. Set up another flow that runs daily to check this list. For each entry, calculate if 30 days have passed since the form link was sent. If so, mark it as expired. Use the Microsoft Forms API or Power Automate to retrieve responses, matching them with your tracking list using the unique identifier. Classify responses into categories: within 30 days, after 30 days, and no response.

Use Power BI or SharePoint lists to create reports showing the number of forms sent, responded within 30 days, responded after 30 days, and not responded.

Please mark as solution if it helps.

Thanks,
Sandeep

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sandeepstw 312 Moderator on at

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Hi @gdps-vc ,

Also, here are the links to resources that explain how to send parameters in a Microsoft Forms URL -
"Passing Variables Through The Forms Pro Survey URL - Microsoft Forms Pro" on YouTube: https://www.youtube.com/watch?v=7RPMGjaP1EU
"Using Parameters To Pass Context – Microsoft Forms Pro" on YouTube: https://365community.online/using-parameters-to-pass-context-microsoft-forms-pro-youtube
"Passing Variables Through The Forms Pro Survey URL - Megan V. Walker" blog post: https://meganvwalker.com/passing-variables-through-the-forms-pro-survey-url/

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