{"id":110969,"date":"2018-08-29T04:29:58","date_gmt":"2018-08-29T11:29:58","guid":{"rendered":"https:\/\/www.microsoft.com\/en-us\/power-platform\/blog\/power-automate\/using-forms-with-flow-to-automate-onboarding\/"},"modified":"2018-08-29T04:29:58","modified_gmt":"2018-08-29T11:29:58","slug":"using-forms-with-flow-to-automate-onboarding","status":"publish","type":"power-automate","link":"https:\/\/www.microsoft.com\/en-us\/power-platform\/blog\/power-automate\/using-forms-with-flow-to-automate-onboarding\/","title":{"rendered":"Beginner | Flow of the Week: Using Forms with Flow to Automate Onboarding"},"content":{"rendered":"

Hello Flow Community!<\/p>\n

I\u2019ve had to onboard many new Flow Community Blog authors since I went through\u00a0onboarding myself, months ago, here at Microsoft. The process that used to be in place involved me reaching out to potential author contacts via email to ask them if they would like to come to be an author for the Flow Community Blog. Then we would discuss what ways that they were using Flow and what ways they wanted to showcase that within their articles. I was essentially getting the information that I needed from my potential authors one.. question.. at.. a.. time.. This clearly isn\u2019t the most efficient way to gather this information and honestly, this method was error-prone due to having to dig through old emails for information.<\/p>\n

I have always been the kind of person to address inefficiency head on, so I decided to come up with a better process for onboarding Flow Community Blog Authors. I was struggling with thinking of a way to get all this information from the potential authors I knew of without having to actually ask them the questions prior to onboarding. I continued with the tedious and monotonous process of asking the potential authors all the necessary questions until I witnessed one of my co-workers, Jon Levesque, deliver a demo during his session at the Microsoft Business Applications Summit in Seattle.<\/p>\n

During this session, he displayed an amazing use of Microsoft Form and Flow in a way that I honestly did not know was possible. He had a form with multiple choice answers and he let the audience\u00a0fill\u00a0out the form on their mobile phones. He then used Microsoft Flow to take the data from all the multiple-choice questions and turn it into a streaming data set for Power BI and he had all these pretty little pie charts for each of his multiple-choice questions. Then the Flow sent out a simple and sweet thank you email to the person who submitted the form to finish it up!<\/p>\n

Needless to say, this is where my inspiration came from! So, let\u2019s jump in!<\/p>\n

First, you\u2019ll need to create your Form! Go to https:\/\/forms.office.com<\/a> and sign in! From there, click \u201cNew Form\u201d. This will open the Form editor and give you options for a Title, Subtitle, etc. This part of the process is pretty straightforward and easy if you know which questions you\u2019d like to ask. So, for your sake, I won\u2019t go into details about creating forms in this article. Here\u2019s the link to my Form<\/a> if you\u2019d like to take a look at it for an example, or maybe you\u2019d just like to apply as a Community Blog Author! Anyways, once you\u2019ve created your form and you are happy with the way it looks in \u201cPreview\u201d mode, go to the Flow website and get to the \u201cCreate From Blank\u201d page. This is where I\u2019ll start including screenshots!<\/p>\n

The first thing we will need is the Microsoft Forms trigger that detects when a new Form has been submitted. You\u2019ll need to make sure you\u2019ve selected the correct form from the drop-down list:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

Next, you\u2019ll add an \u201cApply to Each<\/strong>\u201d:<\/p>\n

<\/p>\n

Your \u201cOutput<\/strong>\u201d will be your \u201cList of Response Notifications<\/strong>\u201d:<\/p>\n

<\/p>\n

Click \u201cAdd an Action<\/strong>\u201d inside the \u201cApply to Each<\/strong>\u201d Box:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

Search for \u201cForms\u201d<\/strong> and select the action called \u201cGet Response Details<\/strong>\u201d:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

Make sure you select the correct \u201cForm ID\u201d and the \u201cResponse ID<\/strong>\u201d will be \u201cList of response notification<\/strong>s\u201d, found when you click \u201csee more\u201d<\/strong>:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

Click \u201cAdd an Action<\/strong>\u201d inside the \u201cApply to Each\u201d Box again and select the \u201cSend an Email<\/strong>\u201d Outlook 365 Action:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

This is where you open the Dynamic Content panel again and click \u201cSee More\u201d. Insert the \u201cResponders\u2019 Email\u201d address and write your thank you email:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

This is really an awesome way to use Flow and Forms together to create a seamless experience for whoever is filling out your form. And if I would\u2019ve incorporated some multiple choice questions I could have streamed the data to Power BI for analytics and pie charts but for this purpose, I have only text answers to give the potential author more freedom with their answers. I will show you how Forms automatically arranges the data it receives in an Excel spreadsheet in order for more efficient results review and reporting. This is just some test data that I used to fill out the form:<\/p>\n

<\/p>\n

\u00a0<\/p>\n

If you obtained some knowledge or use out of clicking on and reading through this article, please let me know! Also, please come to visit the Microsoft Flow Community Page<\/a> and see what kind of awesome interaction you can have with some of your fellow Flow users from around the world! The Flow Community is also an amazing place to go and get help with technical questions or roadblocks that you\u2019ve come across on your Microsoft Flow journey. The users of the Flow Community can range from the most beginner cloud-based software users to the very developers that build this kind of awesome stuff for a living. I hope to see you there!<\/p>\n

Thanks for reading!<\/p>\n

-Gabriel Hollandsworth<\/strong><\/p>\n

Microsoft Flow Community Manager<\/p>\n","protected":false},"excerpt":{"rendered":"

Hey Flow users! I am your Flow Community Manager, Gabriel! It\u2019s great to finally make my way onto the Official Flow Product Blog page for a special Flow of the Week article! I\u2019ll show you how I use Flow to help organize and automate my Microsoft Flow Community Blog author onboarding process! 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