Automating Microsoft Forms accept responses option

[silaman]

Is there a way to automate the accept responses option in Microsoft Forms? i.e turn it off once a submission has been made, or a certain number of submissions?

We are testing Forms as a daily inspection checklist for a number of vehicles on site.

(The native Teams Inspection App is clunky and its actually broken/unreliable especially on mobile)

When someone does the form I already have automation grabbing the details instantly into dataverse which is fine.

I also have automation which deletes the responses in Microsoft Forms each night using a SharePoint http request, so that when the user does the check the following day, it doesn't say they already did it.

The last issue is that when one person does a check on a particular forklift, it will say to that individual that they have already submitted, however as Forms is intended for surveys or pooling it doesn't let others know it has already been done.

Can I do something like the SharePoint http request to change the form settings, to allow an instant flow to turn off Accept Responses once a submission has been made, with a reoccurring flow each night that turns it back on for the next day?

Then when someone else does the check I can use a Forms custom message that the Form has been completed for today 

The below shows what I use to flush out the responses for one particular vehicle, Barney the Forklift. Thankfully I came across this earlier today, is there anything like this for a Forms saved settings anywhere?

Power Automate doesn't have many native Forms connections

Basically trying to reengineer MS services without trying to create something from scratch, if I can get this it should be Ace.

Thankyou

[silaman]

I messed with it a bit and changed to GET to bring a JSON that actually specifies the line "settings", I just have to figure out how to patch that back in.

"settings": "{\"RequiresUniqueResponse\":false,\"IsAnonymous\":true,\"NotRecordIdentity\":false,\"IsQuizMode\":false,\"TimerEnabledStart\":false,\"EmailNotification\":true,\"FormClosed\":false,\"FormClosedMessage\":null}"

I am trying this so far, but don't really know the right syntax or method yet

[silaman · Accepted solution]

I got it in the end,

I just reverse it each night

I have it triggered on a submission for the form,

You can't see it in the above but I also get the form details and run the name into the form closed message, so it says who has already done it and when each time, then at 23:45 another flow resets and accepts responses for the next day.

Whoop whoop

[001001100110]

Very helpful! Thanks

[JadeCharlesLW]

Hi!, Does your solution still work? I'm trying to do just this for a form we have, but it tells me that https://forms.office.com is not a valid website when I use the action for sharepoint https request. 

[silaman]

I have a number of things that use this everyday, can confirm it is still working.

When you add it has to be added as a custom entry, then you just hit save, I just checked mine and I can bring up that error, but just hit save and it saves.

[PathinyaP]

Sorry, I now to this HTTP API. Could you kindly explain more how can I get URI detail of form? My form is create under Share Point site (group form) not under my account. Thank you in advance.

[silaman]

The uri example provided should still work as long as you have access to the form.

The values such as Tenant ID, User ID and the Form ID are initialized variables higher up in my example.
 

Obviously they are dependent on your own environment.

For Tenant and User ID you can follow this guide (Here), although you'll likely need to do this with an Admin.

In this example for the User ID you only need your own User ID to access all records, again as long as you have edit access to the form. Although I have not tested this as having been added solely as collaborator to a form. I've always been the creator; however it should still work.

To find the Form ID, it is actually inside the form url, it is the string of characters after id=

So if you have the form open and click on the url and go across to the end, just copy the string after &id=

Hope this helps

[PathinyaP]

Thanks you very much, with your info and some testing I able to do with Group Form by change your parameter a bit from "users" to "groups" . Tenant ID I able to get from url in Power Automate site.