Create file from form response issue

[TomH1994]

Hello

I'm trying to the do below

Get Form Response (Done)

Add form responses into an existing spreadsheet that's stored in sharepoint (Done)

Create a new spreadsheet or PDF based on the form responses and store in Sharepoint

Get file content with sharepoint only seems to allow to get it from an existing sharepoint file rather the new one you've just created)

Email it out (Done)

Is there a way for get file content in sharepoint to do it from the newly created spreadsheet or PDF (this seems to corrupt when I do it as a PDF)?

Seems to happen when it's in order or as parallel (I deleted half of it and started again)

[v-yiwenxie-msft]

Hi @TomH1994 

Yes. Of course you can get file content from a newly created spreadsheet in Power Automate, but not in parallel branches as yours in screenshot.

In my understanding, you want to create an excel file in sharepoint from the newly-submitted response in Forms and all the previous responses in Forms. And you will use this file to send an email.

If I’ve understood your need, then in your screenshot, it seems like your ‘Get file content’ should be before than ‘Create file’ because ‘file content’ is needed for ‘Create file’.

If I’ve misunderstood your need, please feel free to let me know.

The following flow is for your reference:

The detailed steps for ‘Get file content’ and ‘Create file’:

The ‘Get file content’ is used to get the file content of the file which is added a row of newly-submitted response to.

The file content is necessary for ‘Create file’ because it’s the only way to get file content by ‘Get file content’.

The file name should include extension, otherwise the file created will be broken.

If the problem still exists, please feel free to let me know.

Best Regards,
Community Support Team _ Kira Xie
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[TomH1994]

Hello

Thanks for your response

In my understanding, you want to create an excel file in sharepoint from the newly-submitted response in Forms and all the previous responses in Forms. And you will use this file to send an email.

If I’ve understood your need, then in your screenshot, it seems like your ‘Get file content’ should be before than ‘Create file’ because ‘file content’ is needed for ‘Create file’.

The new spreadsheet is only for the LATEST response and not with all previous responses. The previous responses are put into a spreadsheet that's already made

Is this possible?

[TomH1994]

Hello

When creating the new file to email, it's only sending out the previous responses and not the newly created one

Am I doing something wrong here?

@v-yiwenxie-msft 

[v-yiwenxie-msft]

Hi @TomH1994 

Yes. Your flow has some problems.

Since you didn't add a new screenshot of your flow, I assume that you still use the steps in the screenshot you previously added in your post.

Problem 1--

The 'File Content' in 'Create file' step should be populated by a dynamic content 'File Content' from a previous step 'Get file content', as below:

In the screenshot of your flow, I couldn't see 'Get file content' step.

Problem 2--

I couldn't figure out why you need to use parallel branches 'Add a row into a table' and 'Create file'.

Could you tell me why there is a need of parallel branches here?

Could you take a more detailed screenshot of your flow?

Best Regards,
Community Support Team _ Kira Xie
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[TomH1994]

Hello @v-yiwenxie-msft 

Apologies for not including this, here's my updated flow

Hope that helps

[v-yiwenxie-msft]

Hi @TomH1994 

If you use the trigger 'When a new response is submitted', then usually it should be immediatedly followed with a step 'Get response details':

The 'Response Id' should be only filled with the dynamic content 'Response Id'. 

And I don't think it necessary to use 'Apply to each' because there is only one response.

Could you tell me why there is a need to use 'Apply to each' and what's your dynamic content 'List of responses...'?

Best Regards,
Community Support Team _ Kira Xie
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[TomH1994]

Hello @v-yiwenxie-msft 

When I add the response ID (this is the only choice I get) - it then changes to apply to each

Kind Regards,

Tom

[v-yiwenxie-msft]

Hi @TomH1994 

If the apply to each is automatically created after you add the response Id, then it's an old version of template flow because now flow has been updated not creating apply to each when user add the reponse Id. 

I suppose their is only one run in your apply to each. So it doesn't influence your need, just a version problem which can be ignored.

And in my understanding, your problem now is that the file in email to be sent is a previous one rather than the newly-created one.

Could you please try to add an step 'delay' between 'Create file' and 'Send an email' as below (because there will be an delay):

If the problem still exist, please feel free to let me know.

Best Regards,
Community Support Team _ Kira Xie
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[TomH1994]

Hello @v-yiwenxie-msft 

Even with a delay it's still emailing out the file the responses were added to just under a different name and without the new response instead of the newly created one.

I've tried switching around the get file content and creating file so it's the below, but still the same result

[v-yiwenxie-msft]

Hi @TomH1994 

It seems like that your dynamic content ‘File content’ in ‘Send an email’ is from ‘Get file content’.

But the step ‘Get file content’ is before ‘Add a row into a table’. So your dynamic content ‘File content’ is still the previous version and not the newly-modified version of the file.

Please remain the sequence of these steps in the screenshot you previously posted:

Sorry for my mistake before, the ‘Delay’ should be added between ‘Add a row into a table’ and ‘Get file content’ rather than ‘Create file’ and ‘Send an email’.

Because you have added values into many columns in ‘Add a row into a table’.

And could you please set the delay time as 5 minute?

Best Regards,
Community Support Team _ Kira Xie
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.