Basic Forms Questions

[NY_Sparky6872]

Hello all, I'm hoping this question makes sense.

Our construction company has a process for setting up a new project which is currently: Project Manager fills out Excel based form stored on our local server>emails document to A/R>A/R sets up job in ERP system and emails PM that setup is complete.

As we are now more mobile based, access to the local server isn't always a given, and the forms are not always filled out completely or accurately even when the PM is in front of his/her computer!

I have designed a form that captures all the required information in MS Forms, but I would like it to be something that every PM can have on their tablet or phone, can fill out on the fly, and when they hit submit it will send those answers to the A/R department.  This would then need to be repeated every time a PM needs to start a new job.  Is MS Forms the correct way to go about this?  If so, how would I set it up to work the way I want it to, where a submission will go directly to A/R for processing the information.

Thanks in advance, and I hope this makes sense!

[#2 · Accepted solution]

@NY_Sparky6872 you can't do this with Forms on its own, you would need to build a flow in Power Automate to route the data fro the Forms submission to the correct department. A very simple example of a Form to Email flow is shown below:

For backup and audit reasons you might also want the flow to create a new item in a SharePoint list.

Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP (and classic 1967 Morris Traveller driver)

[#3]

Is MS Forms the correct way to go about this?

You can download Excel from MS Form.

If you want to both submit and query all in web,you need create your own web FORM application.

[#4]

Excel based form stored on our local server

You can save Excel form files in 1drv which can be downloaded from mobile phone.

[#5]

Rob, thank you. This is exactly what I was looking for.