Attaching files to a SharePoint list from a Microsoft Form

[LaneMoreland]

I need to create an automation or process that gets a file submitted through a form to a SharePoint List.

This Microsoft Form is used for receiving media (photos & videos) from outside my organization, so to accomplish this I have set up a file request link on the Form to have the respondent can submit the media. (This is because the file submission through Microsoft Forms is limitted to those within your organization).

 

Then I have this form automated to a progress tracker I have set up as a SharePoint list where i can track the state of what our office has done with the uploaded media. The list is below.

 

 We would like the file submission to make its way eventually to the associated File column

As of right now, the link the respondent clicks on in the form takes them to a file in SharePoint (housed on the same Team as the form, the list, and the power automation). I am having trouble finding a way to connect the file that was uploaded by the respondent to the SharePoint list item created by my automation.

At the end of the day, I need to have a progress tracker list item created for the media that has been uploaded by the respondent and I need the attachments they download connected to to the list item. 

Here  is my automation in its current state.

@ViditGholam @Srini @ManishSolanki @wskinnermctc @mtagliaferri 

[ManishSolanki]

Hi @LaneMoreland 

All the attachments submitted from MS forms are by default saved in one drive of the user who has created the form. On possibility is you could get the attachment(s) link and set those in a field in Create item action but make sure that the link should be shared to the users who will access it.

Another possibility is to get the attachment content from one drive and save those in SharePoint document library. Create a share link for those files in SP library, append those in a variable and then set the variable in one of the fields using Update item action.

If this helps, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks 

[ViditGholam]

Hi @LaneMoreland, 

I get it, see the steps below.
1. Since you have created a file request link -> all those files are going to your One Drive folder.

2. The filename will be FirstName_LastName_DocumentName.file_extension.

3. Now when a response is submitted you will have to search this file in the one drive folder. using the first and last name and put the link of this file in your SharePoint List.

Try to do this, Even I will try to build this flow over the weekend If I am done will write a blog on this and share with you on this post.
 

[ViditGholam · Accepted solution]

Hi @LaneMoreland Yay I did it, See the below screenshots of my flow.

I am using find files in folder and passing the First name and Last name to it to find the file submitted by the user by that name. (Change the Full name field in your form to First name and last name easier for your find the file submitted by the user )

Let me know if this helps !

[LaneMoreland]

Hello @ViditGholam! Thank you for your work on this. I have been working on implementing these changes into my flow & form. I am hung up on the "compose" under the "Apply to each". I am not sure what expression to write as it is hidden in your photos.

[ViditGholam]

Hi @LaneMoreland, Oh I actually forgot to delete that compose. you don't need it I was just using it as a placeholder to see some values. if you see I am not using the output of that compose anywhere in the flow.

[LaneMoreland]

Thank you for that information @ViditGholam . I am running into one more issue. While the "Find files in folder" would work, my file is not located on my OneDrive, but it is located on a Sharepoint site>folder that my organization owns. So The "Find files in folder" cannot find my folder and files because they are located in SharePoint.

Is there a way that I can do this same thing but with a SharePoint folder?

Edit: I switched the folder to a onedrive personal folder and it worked after I made a few tweaks. Thank you

[ViditGholam]

Oh, that's nice,

We could have done it using SharePoint, but the problem with SharePoint connector is it only works up to a certain number of files, once the threshold of files is over 5000 the trigger fails. 

[LaneMoreland]

If it is possible to use with Sharepoint I believe that would be preferred, as I am trying to simplify the transition of my role. That file limit of 500 should be no issue. I was trying to find the connection to SharePoint, but I could not find that.

@ViditGholam 

[ViditGholam]

Hi @LaneMoreland, Sure I will give it a try coming weekend, it is not straight forward like one drive but with power automate there are always work arounds.

[katmar96]

Hi @ViditGholam did you ever try when the file location is in SharePoint rather than OneDrive? I am having the exact same issue.