Forum Discussion
Proper way of controlling/steering Microsoft Forms in a company
Hi community,
I am currently really struggling hard to set up a proper governance for rolling out MS Forms company-wide. On german side, we have restrictions from the law regarding personal data and its processing and on the other hand we want to have a proper overview of what is ongoing.
In result of that, two major questions are emerging:
1. Is there a way to disable the "record names" options tenant-wide and also in such way, that the user cannot just re-enable it again?
2. Is there a proper overview of MS Forms solutions within the tenant? How is the storage and performance topic managed if all employees build forms? What is happening to forms if an employee leaves a company?
I have done some research, but it was not really fruitful, not motivating and leading to the same questions over and over again.
- There is an API which is not officially published and it only allows access to information of forms which have been created by yourself.
- Does a global admin have the right to see ALL forms in the tenant?
- There is only the activity protocol in the admin center about forms which is not yielding information regarding creator or topic and also there is a limited history of actions.
The dream solution would be:
- Option to disable recording names tenant-wide
- API to retrieve ALL forms within the tenant.
Does somebody have the same problems or objectives or can somebody give me any advice here?
Thanks a lot.
3 Replies
- DingkunXie
Microsoft
I would suggest submitting a support ticket to the Microsoft Forms support team with your specific questions related to rolling out Microsoft Forms in your tenant. They can provide support tailored to your business scenarios and business impact level. BennyS27 "Is there a way to disable the "record names" options tenant-wide and also in such way, that the user cannot just re-enable it again?" there is no way for a user to re-enable record names unless they have the collaborate link. An ordinary user who submits a response will never have the ability to do that. What YOU can do as an owner/collaborator on the form is NOT the same as what a user can do.
"What is happening to forms if an employee leaves a company?". Best practice is that a form must always have at least one other person with the collaborate link. Either that or the form is moved to a team in Teams, so that if the original owner leaves then the form can still be edited & used.
As far as I recall there is no admin overview of all Forms in a tenant, but you can vote for it at https://feedbackportal.microsoft.com/feedback/idea/5e4b5c9b-4abe-ed11-83ff-000d3a1ab5c3
and at
https://feedbackportal.microsoft.com/feedback/idea/a3e6abe9-4bbe-ed11-83ff-000d3a1ab5c3Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)- Hi Rob_Elliott and thank you for your fast response.
- Indeed, the user can't, but but every "forms creator" can re-enable it. So the admin setting is really only setting the "default" value and does not forbid the "record names" function, which we would like to disable tenant-wide. So if somebody in a department creates a form, he can just enable it without the admin team having knowledge of it because of missing administration capabilities.
- That is indeed a good best practice - if it's used. A proper admin portal would be a necessity to ensure platform health.
I voted for both. Thanks for bringing that up. Still I am really sad that Microsoft is rolling out a product without a proper administration. Could it be that they dont spend any more effort on it because it will be integrated in Power Apps (maybe) in the future anyway?
