Forum Discussion
MS Form Limit Number of Responses
Hi,
Is it possible to limit the number of responses on a MS form? Lets say I have 10 spaces for an event. Once the form has been filled out 10 times it stops accepting responses. Also, is it possible to do the same on a specific questions. Users have an option to sign up for a class. Once those spaces are filled it removes that option from the question.
Many thanks
Hi Corcorank, no you can't do this directly from Forms. All you can do is to use Flow to save the response to a SharePoint list. If the ID is less than or equal to 5 then send an email to accept them, if it's more than 5 send a "sorry...." email.
Rob
Los GallardosMicrosoft Flow Community Super User
- As Office 365 Education and commercial subscriber, you can receive up to 50,000 responses per single form. If you require more responses, we recommend exporting existing responses to an Excel workbook, and then clearing these from your survey or quiz.
Lewis-H useful but that wasn't the question which was how to LIMIT the number of responses to a certain number. There's no way within Forms to do this but a way of handling it with a flow in Power Automate and 2 SharePoint lists is possible as I demonstrated above.
Rob
Los Gallardos
Microsoft Power Automate Community Super User
You cannot do that in Microsoft forms. But you can do that in SharePoint.
The place you store the responses on SharePoint - there you can create a code to accept the first 10 responses and not allow the other responses from being recorded.
I hope this helps!
Regards.
Admin
Abigail05 if you don't allow the responses to be saved in the SharePoint list then you won't be able to trigger the flow that sends the "sorry there are no spaces left" email. That email requires a new item to be created in the list for the "When a new item is created" trigger. So the form submitter will have no idea if their response has been accepted or not. Better to save the response and then send the email based on the ID.
avcordero yes I'll post up the steps as soon as possible.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.RobElliott this is great, but I am unsure how to set the sp list up first, we have no attendees yet as have been struggling getting this working on forms. Is there anyway someone can post instructions on setting up a sp list please which coincides with the flow. We are currently using bookings, but that has niggles.
Hi Corcorank, no you can't do this directly from Forms. All you can do is to use Flow to save the response to a SharePoint list. If the ID is less than or equal to 5 then send an email to accept them, if it's more than 5 send a "sorry...." email.
Rob
Los GallardosMicrosoft Flow Community Super User
- Almost 4 years passed and we still 'catch left ear by left hand through right arm' . Is it a hard challenge to put an option 'total number of responses' , which deactivate response after reaching the limit ?
- This feature is still much needed, please add this as on MS Form. Using Power Automate to achieve this is too complicated for what it does.
RobElliott Can you please explain the process step by step. If you have a link or video to share for reference would be very helpful.
MKandula hi, I used a slightly different approach in the flow in order to use the same SharePoint list for multiple events. Instead of using the ID you can use an expression to count the number of responses with the same training course name.
length(outputs('Get_items')?['body/value'])
Hi RobElliott
would it be possible for you to provide a step-by-step process on this? Thanks
