Creating a flow for one form to have a two stage submission

[Clint3]

Hello,

I am trying to design a flow for a government document that needs to be submitted in two stages. Ideally. a customer (checking into a facility) would scan a QR code and fill out a short form. They would then submit this form. The form would go to the email box of the local manager. The local manager would then be able to (again ideally) batch submit the facilities check-ins for the day to a secure SharePoint server for long term storage. There is a government aspect to this project, hence the need to secure store. Is this possible? Thank so much for any help anyone can provide. 

[Nived_Nambiar]

Hi @Clint3 

To confirm process is like this

A form is submitted , which is approved by manager and then by another person (i think from govt side) is it right?

[Clint3]

Thanks for the reply! The issue is not so much approval but that the local manager would need to receive the forms (in a government issued email account) from customers checking in . Then they would need to be able to, ideally, all the forms and upload them to a SharePoint server (also government owned. Thanks so much!

[RobElliott]

You've not said what app you're using for the form, but this is NOT do-able with Microsoft Forms which is a simple one-pass form submission app. We always save form submissions into a SharePoint list and you can then, as part of the flow, point the manager to that item in the list and take it from there.

[wskinnermctc]

@Clint3 

Does the manager have to actually Approve a form for the customer to move forward? Or is the manager just receiving a notice or list of people who checked in? 

Can you explain more about what you mean by 'form'? 

You can make an MS Form that can be filled out and the responses are patch over to a sharepoint list. The sharepoint list will hold all of the MS form responses and be the storage.

Or do you have some special government numbered form/document like "Visitor Form 123-ABC" that has to literally be filled out and saved on that form/document?

[Clint3]

Thanks for the reply! No approval is needed. I have a smartform made in MS Forms that records the check-in information, name and a few answers to simple questions. The problem is, these forms must be stored on a govt server. they can only be sent to the server from a govt issued computer. the people checking in do not have access to a govt issued computer. The whole problem is this govt rules issue. If a QR code pointed at a smartform and that form pointed at a govt email account, could those forms be batched in any way and sent to a SharePoint? Thanks again!

[wskinnermctc]

If you make the MS Form public, their responses are stored in the O365 Tenants that you created the form on. So like the same environment that you used to make the MS Form is where the responses are stored.

If you just made the MS Form public and didn't do anything with power automate, like just opened up the form publically and let people fill it out; their responses are stored. That's why you can go to a MS Form at anytime and run an excel document with all of the previous responses.

So a public person submits information on a MS Form, their responses are stored. Separately, you can create a power automate flow with a trigger "Whenever a form is submitted" and the flow will get that MS Form response information and do whatever you want in the power automate flow (like add it into a sharepoint list). It may seem like the data is coming from the submission and going through power automate into sharepoint. But really power automate is calling the MS Form data by Form Id and pulling the data out of the stored responses.

So the public user is not submitting a form to a SharePoint list, YOUR power automate flow is getting the data from MS Forms and putting it in SharePoint. If you look at who created the sharepoint item, it would be your account. 

https://support.microsoft.com/en-us/office/microsoft-forms-features-for-u-s-government-community-clo... 

If you are in a U.S. Government Community Cloud - High environment or a DoD environment, you will not be able to make a public form.