Using a Form for technicians to check equipment - Know the basics but need some advice

Polskavitch98 dropdowns are static, as is everything else in Forms, so there is no way for a technician to select a room and then next time it has been removed from the dropdown. For something like that you would need to use Power Apps instead of Forms.

Your idea of having a central SharePoint site is exactly the right approach to take. But you will need a flow in Power Automate to grab each submitted form and save the answers into the SharePoint list. That list can then of course be filtered by the campus and/or other criteria like room type.

But I do think this is a scenario that lends itself very well to Power Apps and it's how I would do it. The SharePoint list mentioned above would be the data source. The technician could call up the room unless a record had already been saved for this room because then it could be omitted from the collection that populates the dropdown. If it's available they could complete the dropdowns, toggles or other fields, add photos etc.

But really none of this is do-able with Forms which is a very simple product which has no logic embedded in it other than branching.

Rob
Los Gallardos
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)