Teams Real Simple with Pictures: Forms to the Flow, to the List, to the Team and Yammer using conditions and approvals


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Written: 20/01/2021 | Updated: N/A

I had a lot of fun writing the last blog on approvals. So I’d thought I would double down and use the Forms app with Flow and Lists which we can surface into Teams and then push out to Yammer by the way of conditions and approvals. I thought it would just be cool to cover a real world scenario which you could apply, customise to your needs to take parts and use them in your own flow. Rather unusually given the length and amount of apps involved I haven’t got much to say – I really hope you really enjoy this one

This blog will cover

  • How to ingest Form responses into Lists
  • Using Conditions to extend the Flow, add an approval process and push to Yammer

Due to the potential length of this blog, it will not go through every step and will assume that you are familiar with the apps discussed where Lists and Team have already been set up

Pre-requisites

  • Teams, SharePoint, Power Automate, Forms licence (In an Office/Microsoft 365 Subscription)
  • Approvals app installed in Teams (subject to app permission policy)

HOW TO INGEST FORMS RESPONSES INTO LISTS

So imagine this scenario. I run technical courses that people attend. Multiple courses. I don’t want to have to design a form for every course. I don’t want to have to deal with all the excels that Forms use. Too fragmented. Too much time putting all the information together. Here’s what I need. I need one form. I need every response from every course to be in one form and deposited into someplace central where I can track responses for any course I run then slice up the data

1.) The first step is to design your Form which you can do at https://www.office.com/launch/forms. As you can see here its a pretty simple form with a few questions. I have set a theme on the form to make it look nice and set the Form to be available to anyone inside or outside my organisation

2.) The second step is to build a List within Teams whose columns correspond to the questions in the form. This has been done simply with four columns corresponding to 4 questions, all the columns single lines of text. Of course, Forms and Lists can be made up with many more questions and columns, and with more questions and columns there are the more opportunities in the future in terms of the flow. This is just a small example for today

3.) So our Form and our List – the foundational components – are ready to go. Search for and Open Power Automate. On the home tab select New Flow in the top right

4.) Select create from blank also in the top right

5.) Search for and select When a new response is submitted (Forms Trigger)

6.) Choose the form and select New Step

7.) Search for and select the action Get Response Details

8.) Add the form in Form ID field and add Response ID in the response ID field. Once done select New Step

9.) Select the SharePoint action Create an Item

10.) Add the SharePoint Site Address the List is housed in, the List into the List Name field and then link the form responses for each question in the form into the corresponding column fields. Select Save

11.) As always check your flow with Flow Checker

12.) Now when someone submits a form response

13.) The response will be written to the List in Teams having been successfully executed in Power Automate

Awesome. One Form, all courses. No more having to do a form for every course. No more having to use the associated excels to the forms. This in itself is a sweet solution.

USING CONDITIONS TO EXTEND THE FLOW, ADD AN APPROVAL PROCESS AND PUSH TO YAMMER

Ok, the flow has been created – it works well it’s saved me a load of time. However, what if I want to, say, perform an action on those responses in the List. The scenario is receiving feedback from courses. What can we do when I want to know if the course has been well received? I can extend the Flow and use the condition control to do this. Let me show you.

1.) Return to the Flow in Teams and select New Step

2.) Search for and select Condition Control

3.) The flow looks as follows with three boxes to fill in

  • The Condition box
  • The If Yes box
  • The If No box

4.) Let’s start with the condition box. This example will use a condition of the course rating of a new List item and base it upon the highest rating. In other words, what happens after will depend upon how the attendee scored the course and whether the course was rated 5 or not. Note, it is very important to add “” around the 5 otherwise the flow may not work

5.) Next we move onto the If no box. This determines what happens if the course wasn’t rated a 5 by the attendee who has completed the form. Add an Action, search for and select a Terminate action with a status of succeeded. In other words the flow will finish with no further action will be taken if the attendee rated the course 1,2,3 or 4

6.) Now to the yes box and select Add an action

7.) Select Post a Message (V3) Preview

8.) Add the Team, Channel and body of the message. Add a subject line to make it stand out. This is a congratulations message to the Team. If we stopped the flow here then this would simply just give feedback to the Team

9.) However, I am going to go further. I am going to add an approval process whereby if the Team owner who manages all the courses approves then the great news is going to be pushed out to the rest of the business via Yammer. So, back into the flow and after the Post a Message V3 action select Add an Action

10.) Search for and select Start and Wait for an Approval

11.) Select Approve or Reject – Everyone must approve

12.) Add the Title (what needs to be approved), who the approval is assigned to and the details. The details should show what the approver needs to approve and/or what the approval will do. This is asking the approver to push the good feedback to Yammer. Once done select Add an Action

13.) Search for and Select Post Message (Yammer Action)

14.) Select Advanced Options and you will have all the options available including the ability to send the post as an announcement and to give it a title. As used in the example here, set the group as All Company (If there are multiple All Company entries select the last one) to send the feedback company wide, yes to broadcast, give the post a Title and complete the body of the post via the Message Text field. Once done, select save

The flow is complete

Now to test

1.) The attendee completes the form and scores it a 5

2.) The result is put in the List and shows up in Teams

3.) The congratulations are posted to the Team

4.) I receive an approval to push the feedback to Yammer which I approve

5.) The Post goes out on Yammer

If anyone scores it another score (1,2,3,4) it’ll be added to the list to track, but the flow will end with no further actions

No more to add except I love this

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