Forms, external users, and put responses in a SP list
Hi
1. I'm looking to send a training quiz via Forms to external users who may not have a MS account. I created a test survey to play with, and when I tested the form by sending a link to my personal email, I was still asked to sign into a MS account even though the Form settings option was Anyone can respond. I dug around in the options some more and found that if I use the QR code option, I can access the form without signing in to a MS account. Is this the only way for outside users without a MS account to respond to a Form?
2. Next I'd like to add responses into a SP list. I reviewed several forum posts here saying it can be done, but when I tried I'm not getting data added to the list. This forum link (https://techcommunity.microsoft.com/t5/microsoft-forms/export-data-from-form-into-sharepoint-list-or-library/m-p/29247) and the YouTube video shows the author clicking in each question field and adding dynamic content for Question 1, Question 2 etc. But I can't see any dynamic content except for the unique identifier.
Playing around some more, it seems that I can only get dynamic content if the SP list column is a text field. The snip below shows a multiple choice answer in my Form displayed as a text field.
If I define the choice in the List, then the Flow has the choice options but not a dynamic content option. How do I get choices in the form to be recorded as choices in the SP list?
3. It 'seems' that I don't need to have the column names in my List exactly match the wording in the Form question - is that correct?
4. Given that this will be used as a training quiz, I will be assigning points to each question. How can I pull the score from the quiz into the SP List? Ideally I'd like to be able to see which questions were answered correctly and which weren't.
Given that most of my responders will be outside my organisation and may not have MS accounts, is there anything else I should be aware of/potential roadblocks? All of the help topics I've reviewed so far talk about internal users only...
GraemeNZ it doesn't just need the QR code, you can add a link into an email. make sure you are using the link under Collect Responses, not the links in "Collaborate or Duplicate" which are for editing the form.
2. We always - always - save each response into a SharePoint list. Not only is this good practice from governance, audit, backup and collaboration perspectives but, in my view, Forms is the most flakey of the M365 apps and there are a lot of forum posts where people have reported issues either with accessing the form itself or problems with the spreadsheet behind it.
Your first image shows that you have data from the form in the list. Which dynamic content were you missing. If it's for the currretn date you need to add an expression (from the expression tab in the dynamic content box) of formatDateTime(utcNow(),'yyyy-MM-dd').
Multiple choice answers are saved by default into the SharePoint list in that format. There is a blog post here about how to convert them into a more readable format.
3. The column names in your list do not have to match the question, in fact it's never a good idea to have column names that are too long. Just make sure the name is meaninful to you when, later, you come to analyse the responses. I put the Forms question into the column description so that the hint text in each field in the create item action shows you the correct question - useful if you have a long form.
4. Unfortunately there is no easy way to select the total score from a Forms quiz. It is described by Reza Dorrani on the YoutTube video here but uses some advanced concepts. there are various requests for a simple way to select the total score on the ideas site here.
There's nothing extra you really need to be aware of with regard to external users, just make sure it is set to anyone can respond. I bet none or very few of the 1194 respondents to the consultation above had a Microsoft account.
Rob Los Gallardos Microsoft Power Automate Community Super User
GraemeNZ it doesn't just need the QR code, you can add a link into an email. make sure you are using the link under Collect Responses, not the links in "Collaborate or Duplicate" which are for editing the form.
2. We always - always - save each response into a SharePoint list. Not only is this good practice from governance, audit, backup and collaboration perspectives but, in my view, Forms is the most flakey of the M365 apps and there are a lot of forum posts where people have reported issues either with accessing the form itself or problems with the spreadsheet behind it.
Your first image shows that you have data from the form in the list. Which dynamic content were you missing. If it's for the currretn date you need to add an expression (from the expression tab in the dynamic content box) of formatDateTime(utcNow(),'yyyy-MM-dd').
Multiple choice answers are saved by default into the SharePoint list in that format. There is a blog post here about how to convert them into a more readable format.
3. The column names in your list do not have to match the question, in fact it's never a good idea to have column names that are too long. Just make sure the name is meaninful to you when, later, you come to analyse the responses. I put the Forms question into the column description so that the hint text in each field in the create item action shows you the correct question - useful if you have a long form.
4. Unfortunately there is no easy way to select the total score from a Forms quiz. It is described by Reza Dorrani on the YoutTube video here but uses some advanced concepts. there are various requests for a simple way to select the total score on the ideas site here.
There's nothing extra you really need to be aware of with regard to external users, just make sure it is set to anyone can respond. I bet none or very few of the 1194 respondents to the consultation above had a Microsoft account.
Rob Los Gallardos Microsoft Power Automate Community Super User
2. The only ones I couldn't get dynamic content for were the choice fields, and not I know the limitations of that
3. Now I understand the dynamic content, this makes sense.
4. Hmmm. I've added my vote to these.
Cheers, Graeme
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Hi
1. I'm looking to send a training quiz via Forms to external users who may not have a MS account. I created a test survey to play with, and when I tested the form by sending a link to my personal email, I was still asked to sign into a MS account even though the Form settings option was Anyone can respond. I dug around in the options some more and found that if I use the QR code option, I can access the form without signing in to a MS account. Is this the only way for outside users without a MS account to respond to a Form?
2. Next I'd like to add responses into a SP list. I reviewed several forum posts here saying it can be done, but when I tried I'm not getting data added to the list. This forum link (https://techcommunity.microsoft.com/t5/microsoft-forms/export-data-from-form-into-sharepoint-list-or-library/m-p/29247) and the YouTube video shows the author clicking in each question field and adding dynamic content for Question 1, Question 2 etc. But I can't see any dynamic content except for the unique identifier.
Playing around some more, it seems that I can only get dynamic content if the SP list column is a text field. The snip below shows a multiple choice answer in my Form displayed as a text field.
If I define the choice in the List, then the Flow has the choice options but not a dynamic content option. How do I get choices in the form to be recorded as choices in the SP list?
3. It 'seems' that I don't need to have the column names in my List exactly match the wording in the Form question - is that correct?
4. Given that this will be used as a training quiz, I will be assigning points to each question. How can I pull the score from the quiz into the SP List? Ideally I'd like to be able to see which questions were answered correctly and which weren't.
Given that most of my responders will be outside my organisation and may not have MS accounts, is there anything else I should be aware of/potential roadblocks? All of the help topics I've reviewed so far talk about internal users only...
Cheers, GraemeNZ
","body@stringLength":"3366","rawBody":"
Hi
1. I'm looking to send a training quiz via Forms to external users who may not have a MS account. I created a test survey to play with, and when I tested the form by sending a link to my personal email, I was still asked to sign into a MS account even though the Form settings option was Anyone can respond. I dug around in the options some more and found that if I use the QR code option, I can access the form without signing in to a MS account. Is this the only way for outside users without a MS account to respond to a Form?
2. Next I'd like to add responses into a SP list. I reviewed several forum posts here saying it can be done, but when I tried I'm not getting data added to the list. This forum link (https://techcommunity.microsoft.com/t5/microsoft-forms/export-data-from-form-into-sharepoint-list-or-library/m-p/29247) and the YouTube video shows the author clicking in each question field and adding dynamic content for Question 1, Question 2 etc. But I can't see any dynamic content except for the unique identifier.
Playing around some more, it seems that I can only get dynamic content if the SP list column is a text field. The snip below shows a multiple choice answer in my Form displayed as a text field.
If I define the choice in the List, then the Flow has the choice options but not a dynamic content option. How do I get choices in the form to be recorded as choices in the SP list?
3. It 'seems' that I don't need to have the column names in my List exactly match the wording in the Form question - is that correct?
4. Given that this will be used as a training quiz, I will be assigning points to each question. How can I pull the score from the quiz into the SP List? Ideally I'd like to be able to see which questions were answered correctly and which weren't.
Given that most of my responders will be outside my organisation and may not have MS accounts, is there anything else I should be aware of/potential roadblocks? All of the help topics I've reviewed so far talk about internal users only...
Cheers, GraemeNZ
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GraemeNZ it doesn't just need the QR code, you can add a link into an email. make sure you are using the link under Collect Responses, not the links in \"Collaborate or Duplicate\" which are for editing the form.
2. We always - always - save each response into a SharePoint list. Not only is this good practice from governance, audit, backup and collaboration perspectives but, in my view, Forms is the most flakey of the M365 apps and there are a lot of forum posts where people have reported issues either with accessing the form itself or problems with the spreadsheet behind it.
Your first image shows that you have data from the form in the list. Which dynamic content were you missing. If it's for the currretn date you need to add an expression (from the expression tab in the dynamic content box) of formatDateTime(utcNow(),'yyyy-MM-dd').
Multiple choice answers are saved by default into the SharePoint list in that format. There is a blog post here about how to convert them into a more readable format.
3. The column names in your list do not have to match the question, in fact it's never a good idea to have column names that are too long. Just make sure the name is meaninful to you when, later, you come to analyse the responses. I put the Forms question into the column description so that the hint text in each field in the create item action shows you the correct question - useful if you have a long form.
4. Unfortunately there is no easy way to select the total score from a Forms quiz. It is described by Reza Dorrani on the YoutTube video here but uses some advanced concepts. there are various requests for a simple way to select the total score on the ideas site here.
There's nothing extra you really need to be aware of with regard to external users, just make sure it is set to anyone can respond. I bet none or very few of the 1194 respondents to the consultation above had a Microsoft account.
Rob Los Gallardos Microsoft Power Automate Community Super User
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2. The only ones I couldn't get dynamic content for were the choice fields, and not I know the limitations of that
3. Now I understand the dynamic content, this makes sense.
4. Hmmm. I've added my vote to these.
Cheers, Graeme
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