How do you partially populate a Form using existing data in Sharepoint?

Question

I have been using Power Automate, Sharepoint and Forms in Windows

I have Form A, which works successfully and populates a Sharepoint List successfully with all the data.

I have a separate Form B (25 questions).

Where I need help:

A new Response for Form B needs to be triggered when a new Sharepoint item of the Form A answers has been created

I want the first 4 or 5 fields in Form B to self populate based on the item data from Sharepoint.

Then I want to generate an email that contains a link to the partially filled Form B response to be sent to the Form A responder for further completion

Thank you

Answer 1

Hi Mike,

Thank you for your valuable response. Step 3—Generating a Pre-Filled Form B Link—involves using query parameters in the Microsoft Forms URL to pre-fill specific fields. Here’s how you can do it:Expanding Step 3: Constructing a Pre-Filled Form URLMicrosoft Forms allows pre-filling answers using query parameters in the URL. The format looks like this:https://forms.office.com/Pages/ResponsePage.aspx?id=Steps to Generate the URL in Power Automate

1. Find Your Form B ID

• Open Microsoft Forms and go to Form B.
• Copy the Form ID from the URL (it’s the long alphanumeric string after id=).

1. Extract Data from SharePoint

• Use the Get Item action in Power Automate to retrieve the relevant fields from the SharePoint list.

1. Build the Pre-Filled URL in Power Automate

Use the Compose action to dynamically construct the URL:plaintextconcat('https://forms.office.com/Pages/ResponsePage.aspx?id=', '

• Replace
• Replace Field1, Field2, etc., with the corresponding SharePoint fields.

1. Send the Email with the Link

• Use the Send an Email action in Power Automate.
• Include the dynamically generated URL in the email body.

I hope this information will help you well. Please let us know if you require any further assistance. Best Regards,Hoang-D - MSFT | Microsoft Community Support Specialist

Answer 2

Hi Mike,

Is there any update on this thread? If the issue has been resolved, please mark the helpful replies as answers. This helps others in the community facing similar problems. Thanks for your understanding.

Best regards,

Hoang-D - MSFT | Microsoft Community Support Specialist.

Answer 3

Hi Mike,

Thank you for reaching out to Microsoft Community Support.With this issue, you can achieve this using Power Automate by following these steps:1. Trigger the Flow When a New SharePoint Item is Created

• Set up a Power Automate flow with the trigger "When an item is created" in your SharePoint list (Form A responses).
• This ensures that whenever a new response is added to the list, the flow starts automatically.

2. Retrieve Data from SharePoint

• Use the "Get item" action to fetch the newly created item from the SharePoint list.
• Extract the relevant fields (first 4 or 5 fields) that need to be pre-filled in Form B.

3. Generate a Pre-Filled Form B Link

• Microsoft Forms allows pre-filling answers using query parameters in the URL.
• Construct a URL for Form B with pre-filled values using the format:

https://forms.office.com/Pages/ResponsePage.aspx?id=

• Replace  with the actual Form B ID and append the extracted SharePoint values.

4. Send an Email with the Pre-Filled Form Link

• Use the "Send an email" action in Power Automate.
• Include the generated Form B link in the email body.
• Send the email to the Form A responder, prompting them to complete the remaining questions.

I hope this information will help you well. Please let us know if you require any further assistance. Best Regards,  

Hoang-D - MSFT | Microsoft Community Support Specialist

Answer 4

i am looking for a way to accomplish something similar, without the emails... Have you seen the different scenarios on this page?

https://learn.microsoft.com/en-us/power-automate/forms/popular-scenarios?tabs=new-designer#create-a-share-link-and-email-the-url
Just something i came across looking for my answer.

Answer 5

Thank you.

I am going to need help with Step 3. (I am not a coder).

Is there a link to a training resource ? Or can you expand that part of the explanation further

Thank you