Power automate query: update a list row with info from a second MS form

[kelsurprise]

Hi all. I'm trying to build a flow so that when Form A is submitted it triggers the fields in the existing list to be filled - adding extra information on to the row already populated by the submission of Form A.

The whole things should flow as such - Form A automates a create item flow and populates a list (this part is already done and is working well), this submission is then validated and thus Form B is sent out for more info.

I want this Form B submission to link to the same row of data in the list using the reference number or something similar. It needs to be the same row as secondary assessor's will view the complete dataset (info from Forms A & B).

Hoping someone can help. 

Thanks

[Nived_Nambiar]

Hi @kelsurprise 

You can try into two ways 

1st way

If you have a unique column in sharepoint column, which was filled as part of ms forms A, then you can prompt user to enter that Unique identifier and using that, when ms form B is submitted, power automate would easily understand the row based on the unique column value and then you can use update item to add some more properties from form B submission 🙂

2nd way

2. You add all required details in ms form B, when flow is triggered, it would check all columns with respect to resposes from each field , and update it accordingly [ Assuming some fields present in sharepoint list would be also present in ms form b]

Hope this information helps 🙂

Mark it as solution if it resolves your query

[kelsurprise]

Hi Nived, thank you for you suggestions, I tried both before posting the original query and unfortunately did not have much success.

Re suggestion 1: I had tried linking a unique identifier found in both forms, but the flow was not picking certain ones up - i.e. I could only chose the auto generated ID from Form B and not link the reference number that links both forms. Any flow suggestions on this would be most welcome.

Re suggestion 2: I also tried this but it was creating a new row of data just filling in the relevant columns in the List that belong to Form B and so Form A and Form B were not linked.

Appreciate you taking to the time to help.

Kind regards

Kelly

[Nived_Nambiar]

Hi @kelsurprise 

Since forms can't be linked to previous form  [ i think it does not have capabilities], so what i would recommend is to make the user enter Unique ID of form A to form B so that it can update the sharepoint list [ I assume that form ID of form A would be present in form B]

Another way is to use power apps instead of forms as they have some features for linking with datasources which you can use to update the sharepoint list 🙂

These are some suggestions you can try 🙂

[kelsurprise]

Thanks again Nived for taking the time to try to help.

Unfortunately we can't use power apps in my department at the moment.

There is an identifier that should link up and add the form B info in to the same row as form A on the list, but I just can't seem to find the correct action to do this in power automate.

Kind regards

Kelly

[Nived_Nambiar]

Hi @kelsurprise 

Is there any user data (like name, empid, or email) which can be used in form B to map SharePoint list data to update ?

[kelsurprise]

I think I just need some hints on how to do that linkage in power automate. I have many things that could be linked from form A and B, that is definitely not a problem, I am just unsure of how to do it right with power automate to have the info pull through.

I've tried: (Forms) When a new response is submitted>(Forms) Get response details>(SP) Update item, and it fills in a new row in the list instead of updating the info. I've also tried other flow actions, but can't seem to get it to do what I'm needing.

Thanks

Kelly

[kelsurprise]

I'm looking for something similar to this solution - solved link 

But instead of using the email to link I want to use a reference number that is on each form. I've tried various ways of doing this but can't seem to link the references.

[Nived_Nambiar]

Hi @kelsurprise 

So it is like whenever the user opens the form, reference number should be auto populating in field, i hope form is used internally within organization ?

[kelsurprise]

Hi Nived,

They are sen an automated email with the form B and a note of the reference number, the form B has a field asking them to enter the ref number they were provided.

I just need a way to link the ref number so I can update the row.

I've tried this and other iterations of it and others, but none seem to link the fields I need.

Thanks

Kelly

[Nived_Nambiar]

Hi @kelsurprise 

Can you place the same reference as in one column in sharepoint list and use that unique ID for entire row ?

[kelsurprise]

Hi Nived,

Sorry, I'm not too sure if I get what you mean. Hoping what I am saying makes sense, but could be that I'm not explaning it well enough as I don't have much experience with this type of more complicated flow.

What I want to do is, form A creates a row in a list and generates a reference number, this reference number is sent to a different section of the department along with form B and a note of the reference number. I have the form B part all set up, aswell as the auto email sending form B; wha tI need now is to build a flow that says - When a response is submitted (form B), get the response details, then if the ref number of form B matches the reference number of any row in the list - update that specific row with form B info. 

Hope that makes sense.

Kind regards

Kelly