Flow Using 2 Microsoft Forms to update items in SP List

[kashwina]

Hello. 

I am trying to create a flow that works with 2 Microsoft forms and SP list for application submission that requires advisor approval. 

A student submits the first form which creates the SP list item and also sends an email notifiying the advisor for approval and provides a link to the second form. 

Each student has a Student ID number that I am using as a way for the flow to recognize which SP list item to update with the correct advisor approval. The trouble I am having is that when a response is submitted to the second form by an advisor all currently running flows get completed even though it may not be the correct advisor providing approval. 

So I guess my question is how can I make it so that the flow only continues if it sees that the Student ID in the second form matches the Student ID submitted in the first form. I have included screenshots of my current set up.

Thank you in advance!  

[Andrew_J]

@kashwina 

You could try writing the initial data to both lists.  Then once the approval has been made by the advisor only the second list is used.  And then when the student fills the second form out it writes the data to to the second list.  

What happen if the student fills out the first form and is not approved by the advisor.   

Would that work better for you.

[wskinnermctc · Accepted solution]

Can you use an Approval instead of a second form?

If you can't use an Approval step for some reason, I am guessing the Advisor when they fill out the form will have to manually input the Student's ID? Instead of making them put in the Student's ID, make them input the Item Number of the the newly created item. You could put that Item number in the email that goes to the advisor and say "When you fill out the second form, input this number {ItemNumber} in the number box."

Then when the second form comes back, just use the Item number to Update Item without the need to Get Items first.

Neither of these fix your flow, but I hope they can help

[kashwina]

Approvals wouldn't work in this case as the advisor as to provide some information as well. 

You are correct that currently the advisor is inputting the Student ID in their form response and that's how the flow is recognizing which item to update. Your solution of switching to the Item Number sounds like it is more precise. I'll test it out. 

Thank you!

[kashwina]

Hello! There are 2 different Microsoft Forms and only 1 Sharepoint List. The student is the one who triggers the flow by submitting the first form. The advisor approval is not just a blanket yes or no. There is information that they are providing as well. 

Thank you though!