Why is my Forms Spreadsheet not syncing until I open it?

Question

We created a simple MS Form about 2 months ago and it stores the Responses is a spreadsheet in Sharepoint. We then created a Power BI report using the Web as a source and mapping to the Form's Spreadsheet on Sharepoint. We do not have a Flow involved. The Power BI data suddenly stopped updating when refreshed. It would not recognize new Form Responses until we go into the Form and Open the Spreadsheet. Then it would magically work. I tried to Disconnect and Sync to New Workbook in the Form, but that did not fix the issue. I don't want to change the Form link since everyone in the company uses it. How do I fix this?

Answer 1

Hi Darren,

Regarding your other questions, how did you get form data in the Power BI report before? If you got data from the original Excel workbook, then you need to change the data source to the new workbook.

Sincerely, 

George | Microsoft Community Moderator

Answer 2

Hi,

Could you please tell me how do I choose which method to use when creating the form? I tried adding the form from the workbook rather than creating the workbook from the form but both created the link as the second method you mentioned and I am not sure how to change this.

Thanks

Veronica

Answer 3

Hi Veronica,

I suggest you create a new thread about your concern. Moderators and members will come and help you. Appreciate your understanding and patience.

Sincerely,

George | Microsoft Community Moderator

Answer 4

Hi. I am facing the same issue. I have a Form that my organization uses. It is not a Group Form because, when created in a Group, the option for users to save and edit their responses is disabled as I understand it.

I see the workaround for a Flow to add a new row to a linked Excel spreadsheet when a new response to the Form is submitted.

What I need to know is - how do I get the spreadsheet to update when a user submits an edited response to a previously saved Form. In other words, right now, I have to go to Forms and open the spreadsheet to get the "Last Modified Date" column to populate. There does not appear to be a Flow that works for edited submissions of Forms. And that is the big piece missing for me.

For example, we have a Flow that sends a PDF of the Form submissions to the user after they submit it. But it won't work if the user is submitting an edited version of a previously saved Form. So the user tries to print the form themselves, but if there is a long answer, it cuts off. There's no way to obtain a proper version of the Form with the completed long answer unless the owner goes in and prints. This is an issue.

Any suggestions you have will be appreciated.

Answer 5

Hi Team,

Thanks for the splendid answer. I also having the same problem. I already do the Power automate step and work like magic. but the problem unable to update the response (without open the workbook) still cant be solved.

Any ideas on the updates. Do notify me if there is any upgrade in this issues.

Thanks

Ash