Forum Discussion

Rob_Pidgley's avatar
Rob_Pidgley
Brass Contributor
Jul 12, 2022

Need the ability for external users to upload files into MS Forms

Afternoon all, Our company has some lengthy bid tenders to carry out.  MS forms is the perfect way for potential external  suppliers to fill in the form and for us to capture the repsonses.  However...
microsoft forms
RobElliott's avatar
RobElliott
Silver Contributor
Jul 12, 2022

Rob_Pidgley it is not possible at all currently for external responders to upload a file. Microsoft have said they will consider it but there s nothing on the roadmap yet.

 

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

  • RajivSingh's avatar
    RajivSingh
    Copper Contributor
    Oct 24, 2023

    RobElliott pls can you suggest what alternative I can implement so that external gird can upload files and those files can be dropped in one target teams folder or Sharepoint/ OneDrive location?

    • bvarian's avatar
      bvarian
      Brass Contributor
      Oct 24, 2023

      RajivSingh - My organization currently uses Formstack for external-facing forms that require a file upload question.  JotForm is another good product, I believe. 

       

      You might also want to familiarize yourself with how the files are stored in a 3rd party service; I believe my organization chose Formstack because it met our regulatory/privacy requirements well. 

       

      As for the file-handling, both of these products have Power Automate connectors that would allow you to build a flow based on a form being completed and then manipulate the file (rename it, save it to SharePoint Online/OneDrive, etc., but be aware they're both premium connectors so your licensing might be a consideration.

       

      We're hoping that Microsoft figures this out and offers this feature soon in either Forms, Dynamics CustomerVoice or both.  Forms in particular lacks much of the enterprise administration/management and data governance that it needs to truly be an "enterprise" product, so even though Microsoft bundles it in with their enterprise licensing, it still seems to have one foot squarely in the "consumer" realm and that's unfortunate.  

       

      Hope that helps.  

      • RajivSingh's avatar
        RajivSingh
        Copper Contributor
        Oct 24, 2023

        bvarian Thanks but i was looking for a workaround solution within MS product. I know there are many external solutions but I do not want to go externally as data I am collective very sensitive and whenever I connect external app solution, will have to give another blind access to software signup whether Jotform or Typeform, or Formstack. 

        After reading many other forums, I have found my solution. Here is what I have done. Example screenshot below:

         

        1. Created another "Teams" - named - Guest Portal. Activated Sharepoint site access "anyone with the link.
        2. Created two folders within the new 'teams' site. (a) Terms & Policy (b) File upload
        3. Created external link for folder 2.(a) with anyone's access and block download. In this folder organisation's latest engagement terms for read-only purposes are stored for external clients.
        4. Created external link for folder 2.(b) with anyone's access with edit access. In this folder - saved user guide instructions on what and how to upload.
        5. On my website - added two permanent short URL redirect links to steps 3 mywebsite.com/legal and 4 mywebsite.com/kycupload.
        6. Separately added power automate flow trigger whenever any files are uploaded in "KYCUPLOD" folder site move this to closed team site that will have only private team access. So guest user will not see files after uploaded.
        7. In the form added two acceptance checkboxes with Text - I have read the terms in link given in step 3 and uploaded my KYC document in step 4. I understand that after my upload documents will move immediately to a secure folder, hence not visible. In case wanted to reupload, the old file will be overwritten.
        8. I have tested the solution works perfectly for my requirement as I dont have much traffic. In a day probably 2-3 signup forms of external users at different times.

        please let me know if you have any better workaround within MsForm solution, then probably I can try that. Or else I will continue with above solution step.

         

         

         

  • MedeiroZZ's avatar
    MedeiroZZ
    Copper Contributor
    Jun 16, 2023

    RobElliott Where the information or article about this?

    • RobElliott's avatar
      RobElliott
      Silver Contributor
      Jun 16, 2023

      MedeiroZZ what article are you trying to find?

  • DanielleLewis's avatar
    DanielleLewis
    Copper Contributor
    Feb 16, 2023

    RobElliott 

    Wow, I find it unbelievable that this is not an option and unfortunately I didn't figure this out until I completed a large survey.  Not to mention that if Forms was more functional we could sunset our use of Alchemer as a survey tool.  Also, as Forms integrates with SharePoint it would be most beneficial to have full functionality to upload required documents

    • AlexUnipa's avatar
      AlexUnipa
      Brass Contributor
      Feb 17, 2023

      DanielleLewis the best option is to change the product since this feature has been required for 2 or more years at least....just a waste of breath

      • DanielleLewis's avatar
        DanielleLewis
        Copper Contributor
        Feb 17, 2023
        Well I am with state government and they are pretty much all in with O365 -
  • AlexUnipa's avatar
    AlexUnipa
    Brass Contributor
    Oct 12, 2022

    RobElliott Why does MS take so long time to enable something ready that takes 1 second to turn it on? Many people asking for that for 2 years at least, so it doesn't make any sense to reply that they haven't done to security concerns, because is sufficient to activate the feature "request file" in one drive and even external people can upload files in the tenant. Please activate it!

    • RobElliott's avatar
      RobElliott
      Silver Contributor
      Oct 19, 2022

      AlexUnipa if you know it only takes 1 second to turn it on you must work for Microsoft and will therefore know the code and what what the technical or other reasons are. I don't work for them, I just repeated the answer they gave a while back to this question where security concerns were given as the reason it isn't yet available.

       

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

      • AlexUnipa's avatar
        AlexUnipa
        Brass Contributor
        Oct 21, 2022

        RobElliott , I don't need to work for Microsoft :), I just need like anyone to be able to use a feature that, as I explained first, can be bypassed by activating "request as file" into onedriver business and any people, even external, will be able to upload any file. It's clear enough that their security concern cannot be the real reason to take almost two years to implement it. That's my 2 cents.

  • Ishamuddin's avatar
    Ishamuddin
    Copper Contributor
    Sep 08, 2022
    Hope Microsoft add this feature. It is much useful using it.
    • Maxis's avatar
      Maxis
      Brass Contributor
      Sep 19, 2022

      exactly we need this features..... 

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Afternoon all,

Our company has some lengthy bid tenders to carry out.  MS forms is the perfect way for potential external  suppliers to fill in the form and for us to capture the repsonses.  However external users cannot use the upload file feature in MS Forms.  Why is this?  Is there a way to switch it on?  If not do we know if its a feature that is likely to be implemented soon?

","kudosSumWeight":22,"postTime":"2022-07-12T08:23:33.189-07:00","images":{"__typename":"AssociatedImageConnection","edges":[],"totalCount":0,"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"attachments":{"__typename":"AttachmentConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[]},"tags":{"__typename":"TagConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"TagEdge","cursor":"MjUuMXwyLjF8b3wxMHxfTlZffDE","node":{"__typename":"Tag","id":"tag:microsoft forms","text":"microsoft forms","time":"2016-08-12T23:30:58.143-07:00","lastActivityTime":null,"messagesCount":null,"followersCount":null}}]},"timeToRead":1,"currentRevision":{"__ref":"Revision:revision:3571042_3"},"latestVersion":null,"metrics":{"__typename":"MessageMetrics","views":160608},"visibilityScope":"PUBLIC","canonicalUrl":null,"seoTitle":null,"seoDescription":null,"isEscalated":null,"placeholder":false,"originalMessageForPlaceholder":null,"messagePolicies":{"__typename":"MessagePolicies","canModerateSpamMessage":{"__typename":"PolicyResult","failureReason":{"__typename":"FailureReason","message":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","key":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","args":[]}}},"archivalData":null,"customFields":[],"body":"

Afternoon all,

Our company has some lengthy bid tenders to carry out.  MS forms is the perfect way for potential external  suppliers to fill in the form and for us to capture the repsonses.  However external users cannot use the upload file feature in MS Forms.  Why is this?  Is there a way to switch it on?  If not do we know if its a feature that is likely to be implemented soon?

"},"Conversation:conversation:3571042":{"__typename":"Conversation","id":"conversation:3571042","solved":false,"topic":{"__ref":"ForumTopicMessage:message:3571042"},"lastPostingActivityTime":"2024-11-12T23:22:59.638-08:00","lastPostTime":"2024-11-12T23:22:59.638-08:00","unreadReplyCount":83,"isSubscribed":false},"ModerationData:moderation_data:3571042":{"__typename":"ModerationData","id":"moderation_data:3571042","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"Revision:revision:3571042_3":{"__typename":"Revision","id":"revision:3571042_3","lastEditTime":"2023-11-09T11:10:12.518-08:00"},"ForumReplyMessage:message:3571075":{"__typename":"ForumReplyMessage","id":"message:3571075","conversation":{"__ref":"Conversation:conversation:3571042"},"author":{"__ref":"User:user:174092"},"revisionNum":1,"uid":3571075,"depth":1,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:MicrosoftForms"},"subject":"Re: Need the ability for external users to upload files into MS Forms","readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:3571075"},"parent":{"__ref":"ForumTopicMessage:message:3571042"},"body":"

Rob_Pidgley it is not possible at all currently for external responders to upload a file. Microsoft have said they will consider it but there s nothing on the roadmap yet.

 

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

","body@stringLength":"551","rawBody":"

 it is not possible at all currently for external responders to upload a file. Microsoft have said they will consider it but there s nothing on the roadmap yet.

 

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

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Need the ability for external users to upload files into MS Forms","moderationData":{"__ref":"ModerationData:moderation_data:3962549"},"body":"

RobElliott pls can you suggest what alternative I can implement so that external gird can upload files and those files can be dropped in one target teams folder or Sharepoint/ OneDrive location?

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RajivSingh - My organization currently uses Formstack for external-facing forms that require a file upload question.  JotForm is another good product, I believe. 

 

You might also want to familiarize yourself with how the files are stored in a 3rd party service; I believe my organization chose Formstack because it met our regulatory/privacy requirements well. 

 

As for the file-handling, both of these products have Power Automate connectors that would allow you to build a flow based on a form being completed and then manipulate the file (rename it, save it to SharePoint Online/OneDrive, etc., but be aware they're both premium connectors so your licensing might be a consideration.

 

We're hoping that Microsoft figures this out and offers this feature soon in either Forms, Dynamics CustomerVoice or both.  Forms in particular lacks much of the enterprise administration/management and data governance that it needs to truly be an \"enterprise\" product, so even though Microsoft bundles it in with their enterprise licensing, it still seems to have one foot squarely in the \"consumer\" realm and that's unfortunate.  

 

Hope that helps.  

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bvarian Thanks but i was looking for a workaround solution within MS product. I know there are many external solutions but I do not want to go externally as data I am collective very sensitive and whenever I connect external app solution, will have to give another blind access to software signup whether Jotform or Typeform, or Formstack. 

After reading many other forums, I have found my solution. Here is what I have done. Example screenshot below:

 

  1. Created another \"Teams\" - named - Guest Portal. Activated Sharepoint site access \"anyone with the link.
  2. Created two folders within the new 'teams' site. (a) Terms & Policy (b) File upload
  3. Created external link for folder 2.(a) with anyone's access and block download. In this folder organisation's latest engagement terms for read-only purposes are stored for external clients.
  4. Created external link for folder 2.(b) with anyone's access with edit access. In this folder - saved user guide instructions on what and how to upload.
  5. On my website - added two permanent short URL redirect links to steps 3 mywebsite.com/legal and 4 mywebsite.com/kycupload.
  6. Separately added power automate flow trigger whenever any files are uploaded in \"KYCUPLOD\" folder site move this to closed team site that will have only private team access. So guest user will not see files after uploaded.
  7. In the form added two acceptance checkboxes with Text - I have read the terms in link given in step 3 and uploaded my KYC document in step 4. I understand that after my upload documents will move immediately to a secure folder, hence not visible. In case wanted to reupload, the old file will be overwritten.
  8. I have tested the solution works perfectly for my requirement as I dont have much traffic. In a day probably 2-3 signup forms of external users at different times.

please let me know if you have any better workaround within MsForm solution, then probably I can try that. Or else I will continue with above solution step.

 

 

 

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RobElliott Where the information or article about this?

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MedeiroZZ what article are you trying to find?

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RobElliott 

Wow, I find it unbelievable that this is not an option and unfortunately I didn't figure this out until I completed a large survey.  Not to mention that if Forms was more functional we could sunset our use of Alchemer as a survey tool.  Also, as Forms integrates with SharePoint it would be most beneficial to have full functionality to upload required documents

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DanielleLewis the best option is to change the product since this feature has been required for 2 or more years at least....just a waste of breath

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RobElliott Why does MS take so long time to enable something ready that takes 1 second to turn it on? Many people asking for that for 2 years at least, so it doesn't make any sense to reply that they haven't done to security concerns, because is sufficient to activate the feature \"request file\" in one drive and even external people can upload files in the tenant. Please activate it!

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AlexUnipa if you know it only takes 1 second to turn it on you must work for Microsoft and will therefore know the code and what what the technical or other reasons are. I don't work for them, I just repeated the answer they gave a while back to this question where security concerns were given as the reason it isn't yet available.

 

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

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RobElliott , I don't need to work for Microsoft :), I just need like anyone to be able to use a feature that, as I explained first, can be bypassed by activating \"request as file\" into onedriver business and any people, even external, will be able to upload any file. It's clear enough that their security concern cannot be the real reason to take almost two years to implement it. That's my 2 cents.

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exactly we need this features..... 

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