Microsoft Forms work on another person's Power Automate?

Question

Microsoft Forms work on another person's Power Automate?

Schimelpfenig, Kelly 0

I learned how to create a flow process with Microsoft Forms, Share Site, and Power Automate for a training request process. I need to now use my boss form instead of my test form. Does she have to write her own PA flow, or can I put in her Microsoft Forms link and use that for the triggers to work?

Submitter puts in the training request

My boss gets the email that a request came in.

She assigns a trainer in the shares site

Trainer gets notification that they have a request to work on.

Stakeholder receives an email that we are working on their request.

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Answer 1

Hi Schimelpfenig,

Good day. Thank you for the clear explanation of your situation.

Your manager does not necessarily need to create a new Power Automate flow. You should be able to update your existing flow to use her Microsoft Form, as long as the account used by the Microsoft Forms connection has the appropriate access to that form.

Please note that simply pasting the responder link may not be sufficient. I recommend the following:

Ask your manager to add you as a collaborator or co-author of the form.
In your existing Power Automate flow, update the Form ID in both:

When a new response is submitted
Get response details

Ensure that the Response ID in the “Get response details” action comes from the Microsoft Forms trigger.
Save the flow and submit a test response to verify that it runs successfully.

If the form belongs to a Microsoft 365 Group or Team and does not appear in the Form ID drop-down menu, you may need to select Enter custom value and manually enter the Form ID from the form’s edit URL.

Based on the process you described, you may also consider using two flows:

Flow 1: Starts when a training request is submitted, creates the request in the SharePoint list, and notifies your manager.
Flow 2: Starts when the SharePoint item is updated and a trainer is assigned, then notifies the assigned trainer and informs the stakeholder that the request is being worked on.

For a shared business process, it may be preferable to use a Microsoft 365 Group Form and a co-owned flow, rather than having the process depend entirely on one employee’s account.

In case you require more in-depth guidance or support for these steps, I’d recommend posting your query in the Microsoft Power Automate Community. This is a dedicated channel for Power Automate discussions. The reason I suggest posting a new topic there is that in the general Q&A Forum, resources and expertise on Power Automate are limited. In the Microsoft Power Platform Community Forum, you’ll find the most qualified group of respondents, and other partners who regularly read the forums can share their knowledge or learn from your interaction.

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I hope this helps clarify the situation. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.

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