Forum Discussion
Need the ability for external users to upload files into MS Forms
RobElliott pls can you suggest what alternative I can implement so that external gird can upload files and those files can be dropped in one target teams folder or Sharepoint/ OneDrive location?
RajivSingh - My organization currently uses Formstack for external-facing forms that require a file upload question. JotForm is another good product, I believe.
You might also want to familiarize yourself with how the files are stored in a 3rd party service; I believe my organization chose Formstack because it met our regulatory/privacy requirements well.
As for the file-handling, both of these products have Power Automate connectors that would allow you to build a flow based on a form being completed and then manipulate the file (rename it, save it to SharePoint Online/OneDrive, etc., but be aware they're both premium connectors so your licensing might be a consideration.
We're hoping that Microsoft figures this out and offers this feature soon in either Forms, Dynamics CustomerVoice or both. Forms in particular lacks much of the enterprise administration/management and data governance that it needs to truly be an "enterprise" product, so even though Microsoft bundles it in with their enterprise licensing, it still seems to have one foot squarely in the "consumer" realm and that's unfortunate.
Hope that helps.
bvarian Thanks but i was looking for a workaround solution within MS product. I know there are many external solutions but I do not want to go externally as data I am collective very sensitive and whenever I connect external app solution, will have to give another blind access to software signup whether Jotform or Typeform, or Formstack.
After reading many other forums, I have found my solution. Here is what I have done. Example screenshot below:
- Created another "Teams" - named - Guest Portal. Activated Sharepoint site access "anyone with the link.
- Created two folders within the new 'teams' site. (a) Terms & Policy (b) File upload
- Created external link for folder 2.(a) with anyone's access and block download. In this folder organisation's latest engagement terms for read-only purposes are stored for external clients.
- Created external link for folder 2.(b) with anyone's access with edit access. In this folder - saved user guide instructions on what and how to upload.
- On my website - added two permanent short URL redirect links to steps 3 mywebsite.com/legal and 4 mywebsite.com/kycupload.
- Separately added power automate flow trigger whenever any files are uploaded in "KYCUPLOD" folder site move this to closed team site that will have only private team access. So guest user will not see files after uploaded.
- In the form added two acceptance checkboxes with Text - I have read the terms in link given in step 3 and uploaded my KYC document in step 4. I understand that after my upload documents will move immediately to a secure folder, hence not visible. In case wanted to reupload, the old file will be overwritten.
- I have tested the solution works perfectly for my requirement as I dont have much traffic. In a day probably 2-3 signup forms of external users at different times.
please let me know if you have any better workaround within MsForm solution, then probably I can try that. Or else I will continue with above solution step.