Forum Discussion
MS Form Limit Number of Responses
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
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.
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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.
- It’s been 5 years since I made this request somewhere on this site. Stille no solutions. My advise is to use Moodle or Google Forms, for this feature, it will cost you two days to figure it (an hour with Google Forms) out but that is still less than an Office solution.
- Is there a way to do this via Google Forms without paying for a plug-in?
- Thank you!
RobElliott Step by step process would amazing!
huudao (and Corcorank sorry for the very long delay, I'd lost track that I hadn't posted up the steps). The way I do this is to have a separate list to hold the current number of participants for that course. So initially you would create the item in that list (there will only ever be 1 item) and set it to 0. It will increment by 1 as each user signs up.
You would hold the details of the participants in your main list:
The flow is as follows. When a new response is submitted, get the response details. Next get the row from the SharePoint Course increment list:
Next, add an apply to each and select value from the Get items in the dynamic content box). Add a Compose control (which I've named ComposeCurrentNumber) to hold the number from the NumberSignedUp column.
Next, add a Condition: if the output of the ComposeCurrentNumber is less than or equal to 9. This means that if the increment list has a NumberSignedUp value of 10 you don't want to sign up any more people.
I recommend you set the concurrency settings in the Apply to Each to On and set it to 1 so that if 2 people respond at the same time the flow will run correctly and increment number won't get out of sync:
In the green if Yes channel add a SharePoint Update item action to increment list and set the new value of the NumberSignedUp column to the following expression:
add(outputs('ComposeCurrentNumber'),1)Next, create an item in the main Participants SharePoint list.In the red If No channel, add the same Update item action to add 1 to the increment list, then send the "sorry.." email.
The last action in the green If yes channel is to send a "You are registered..." email
The email for the first 10 participants is shown below:
And the "sorry.." email is:
One of the advantages of this method is that even though it won't add anyone after the 10th person the the course, it still updates the increment list. So you now how many people wanted to attend if though only 10 could do so.
Rob
Los Gallardos
Microsoft Power Automate Community Super User
