Can we share form to specific external users and capture who submitted the response?

[Sagar Acharya]

Hello,

We would like to understand if we can share the form to specific external users.

Also, the available option - 'Anyone with link can respond' does not capture the email and name of the responder. Can this be possible to in forms ?

It would be really helpful and apriciated if someone already have idea on this.

Regards,

Sagar Acharya

[#2]

Hi @Sagar Acharya , the "anyone with a link can respond" will never be able to capture the name and email address of the person completing it because the form has no way of knowing who they are. You need to have questions in the form to capture that.

To share a form to specific external users you could add the name and email to a column in a SharePoint list and add a column for each question. Then using Flow (Power Automate) when a new item (recipient)  is added to the SharePoint list you could send them an email with the ID of the item and ask them to enter that ID in a question the form. Flow would then save the answers to "their" item in the SharePoint list.

Rob
Los Gallardos

Microsoft Flow Community Super User

[#3]

Hello @RobElliott,

Thank you for response !

I would like to understand if there are any chances  to have option in future to share form to specific external(or internal as well) users ?

Regards,

Sagar Acharya

[#4]

@Sagar Acharya the only way to do this is by giving them the url to the form and not giving it to anyone else.

Rob
Los Gallardos
Power Automate (Flow) Community Super User

[#5]

Does microsoft allow us to add extra characters in a link so we can identify the client that clicked the link.  So before sending the link we would add characters or an ID to that link which would tell us who it is.

[#6]

@Guy_LeBlanc No. If the respondent is outside your organisation and you do not have a question asking for their email address there is no way to identify who they are. An anonymous response is exactly that and legally that's how it should be.

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