Forum Discussion
MS Forms Access & Roles
Dear Community,
Previously, an MS Form created by a past intern was lost when he left the company because he was the sole owner. To prevent this from happening again, I would appreciate if you could help with some clarification on a few points:
- Ownership
I understand that, to avoid this mistake, ownership has to be shared and sharing or allocating the MS Form within a Teams Channel can help prevent ownership issues. Am I correct? Would the same approach work if the form was shared within a SharePoint or another platform? Is there a recommended best practice for this? - Roles and Permissions
How can I ensure that certain individuals are designated as owners (with editing and viewing rights), while others are restricted to only filling out the form without accessing submitted responses? - Continuous Access and Updates for Submitters
Is it possible for individuals who fill out a form to retain a copy of their submission and have the ability to update it later? If so, how can this be configured?
Not sure if these are easy tasks, I came across multiple opinions and techniques online but it's still confusing.
Thank you in advance for your assistance!
1 Reply
In Teams, create a new team and a Microsoft 365 group will be created. Members of the team will be able to edit the form and view results. Then in Microsoft Forms when the new group appears in the Groups list on the Forms homepage click the group:
Select New Group Form and the form will be created in that group:
In addition to the teams members being able to edit the form, you can also share the Collaborate or Duplicate link from the ellipses at the top right. That will give you a link you can email to the person and they'll be able to edit the form.
For users who should just be able to submit a response, not edit the form or view the results, click the Collect Responses button. The following screen will appear and you can either copy the link (which is not the same as the Collaborate link) and email it out to users or you can select people or groups and the formatted message will be sent in either Teams or Outlook.
An email can be sent to the user to view their response by clicking the "Send me an email receipt of my responses" although I always prefer to have a flow in Power Automate for this so that other information can be included as the email Microsoft send can't be changed.
A quiz or a form can be saved after the user clicks the Submit button:
The saved response will then appear in the Filled Forms tab:
If it's a quiz the user will be able to edit their answers and re-submit. If it's a form they will just be able to view their response.
Even if you don't use a group form, best practice is always to share the Collaborate link with at least 1 other person or, as we do, put it in a SharePoint list.
Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)
