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Forms, external users, and put responses in a SP list
Hi 1. I'm looking to send a training quiz via Forms to external users who may not have a MS account. I created a test survey to play with, and when I tested the form by sending a link to my pers...
GraemeNZ it doesn't just need the QR code, you can add a link into an email. make sure you are using the link under Collect Responses, not the links in "Collaborate or Duplicate" which are for editing the form.
2. We always - always - save each response into a SharePoint list. Not only is this good practice from governance, audit, backup and collaboration perspectives but, in my view, Forms is the most flakey of the M365 apps and there are a lot of forum posts where people have reported issues either with accessing the form itself or problems with the spreadsheet behind it.
Your first image shows that you have data from the form in the list. Which dynamic content were you missing. If it's for the currretn date you need to add an expression (from the expression tab in the dynamic content box) of formatDateTime(utcNow(),'yyyy-MM-dd').
Multiple choice answers are saved by default into the SharePoint list in that format. There is a blog post here about how to convert them into a more readable format.
3. The column names in your list do not have to match the question, in fact it's never a good idea to have column names that are too long. Just make sure the name is meaninful to you when, later, you come to analyse the responses. I put the Forms question into the column description so that the hint text in each field in the create item action shows you the correct question - useful if you have a long form.
4. Unfortunately there is no easy way to select the total score from a Forms quiz. It is described by Reza Dorrani on the YoutTube video here but uses some advanced concepts. there are various requests for a simple way to select the total score on the ideas site here.
There's nothing extra you really need to be aware of with regard to external users, just make sure it is set to anyone can respond. I bet none or very few of the 1194 respondents to the consultation above had a Microsoft account.
Rob
Los Gallardos
Microsoft Power Automate Community Super User
GraemeNZ it doesn't just need the QR code, you can add a link into an email. make sure you are using the link under Collect Responses, not the links in "Collaborate or Duplicate" which are for editing the form.
2. We always - always - save each response into a SharePoint list. Not only is this good practice from governance, audit, backup and collaboration perspectives but, in my view, Forms is the most flakey of the M365 apps and there are a lot of forum posts where people have reported issues either with accessing the form itself or problems with the spreadsheet behind it.
Your first image shows that you have data from the form in the list. Which dynamic content were you missing. If it's for the currretn date you need to add an expression (from the expression tab in the dynamic content box) of formatDateTime(utcNow(),'yyyy-MM-dd').
Multiple choice answers are saved by default into the SharePoint list in that format. There is a blog post here about how to convert them into a more readable format.
3. The column names in your list do not have to match the question, in fact it's never a good idea to have column names that are too long. Just make sure the name is meaninful to you when, later, you come to analyse the responses. I put the Forms question into the column description so that the hint text in each field in the create item action shows you the correct question - useful if you have a long form.
4. Unfortunately there is no easy way to select the total score from a Forms quiz. It is described by Reza Dorrani on the YoutTube video here but uses some advanced concepts. there are various requests for a simple way to select the total score on the ideas site here.
There's nothing extra you really need to be aware of with regard to external users, just make sure it is set to anyone can respond. I bet none or very few of the 1194 respondents to the consultation above had a Microsoft account.
Rob
Los Gallardos
Microsoft Power Automate Community Super User
1. Thanks for the clarification.
2. The only ones I couldn't get dynamic content for were the choice fields, and not I know the limitations of that
3. Now I understand the dynamic content, this makes sense.
4. Hmmm. I've added my vote to these.
Cheers, Graeme
