Power Automate and Forms Integration

Question

I am trying to update the contact details for staff using a Microsoft form, so my idea has been to create a form collecting the respective details and using the Power Automate flow integration to automatically update staff contacts, problem is the process is not working, The flow is okay/ correct but it does not pull data from the form and fill the staff contacts. What could be the issue?

Answer 1

Hi @Emmanuel Lang'at

Thank you for posting your question in Microsoft Q&A. 

Based on my research, the issue causing Power Automate to fail when pulling data from your Microsoft Forms submission, despite the flow appearing correctly configured, could stem from several factors (such as type of form used, connection settings, flow configuration, or recent changes to the Microsoft platform). I'll outline the common culprits and troubleshooting steps based on known behaviors in Microsoft 365 environments like Exchange Online. Focus on the Forms-to-Flow integration first, as that's where the data pull typically breaks before any contact update action: 

1. Group Form and Personal Form Conflict 
If your form is a group form (created in a Microsoft 365 group or Teams), the "Get response details" action in Power Automate often fails to retrieve data. This is a known limitation, the action works reliably only for personal forms owned by the flow creator's account. Even if you created the group form, the connection may not have access to response details. 
You could try to: 

• Open the form in Microsoft Forms > Go to the Responses tab. If it's a group form, you'll see it listed under "Group forms" in your Forms portal. 
•  Solution: Duplicate the form as a personal form (use the "..." menu > Duplicate, then move to "My forms"). Recreate the flow trigger and "Get response details" action pointing to the new personal form ID. Test with a submission. 
• Workaround for group forms: Share the form with the account used in the Power Automate connection, or use a shared service account with full access. Re-authenticate the Forms connector in Power Automate (go to Data > Connections > Edit the Forms connection). 

2. Misconfiguration in the "Get Response Details" Action 

The flow trigger ("When a new response is submitted") fires, but if the "Response Id" dynamic content isn't correctly passed to the subsequent "Get response details" action, no data is retrieved. This can look like the flow runs "successfully" but with empty fields. 
 You could try to: 

Edit the flow > In the "Get response details" step, ensure: 

• Form ID is correctly selected (matches your form). 
  Response Id is dynamically inserted from the trigger output (it should appear as a token like "{Response Id}"). 
• If fields show as randomized IDs (e.g., "q12345" instead of question names), that's normal—use those in your mapping to the contact update action. 
• Test the flow: Submit a test response, then check the flow run history (in Power Automate > My flows > Run history) for errors in the "Get response details" step, like "InternalServerError" or timeout. 

3.Connection or Authentication Issue 
The Forms connector in Power Automate might be using an outdated or incorrect account, lacking permissions to access responses. This is common in Exchange Online setups where multi-factor authentication (MFA) or conditional access policies interfere. 
You could try to: 

In Power Automate, go to Data > Connections > Find the Microsoft Forms connection > Test or re-authenticate it with the form owner's credentials. 
Ensure the connected account has at least "Can view and share" permissions on the form (in Forms > ... > Share > Manage collaborators). 
If using a service account, confirm it has Exchange Online licenses and isn't blocked by security policies. 
Delete and recreate the connection if needed. 

4.Trigger Not Firing or Recent Microsoft Forms Changes 
Microsoft made updates in 2024-2025 to how Forms responses sync (e.g., no auto-sync to Excel without opening the workbook), which can indirectly affect flows if your setup relies on any Excel intermediate step. Direct Forms triggers should work, but bugs have caused delays or missed triggers. 

You could try to: 

• Confirm responses appear in the Forms portal (Responses tab). If not, the issue is with form submissions, not the flow. 
• In flow run history, check if the trigger activates on submissions. If not, recreate the trigger and select the correct form.
• If your flow involves Excel (e.g., for logging), switch to direct mapping or use SharePoint/Microsoft Lists as an alternative storage for debugging. 

5.Permissions or Mapping for Contact Updates in Exchange Online 

• Assuming the data pull works but updates fail (though you specified the pull is the issue), double-check downstream: 
• Use the "Office 365 Outlook" connector's "Update contact (V2)" action for personal/shared contacts, or "Azure AD" connector's "Update user" for staff profile details (e.g., phone, address in the Global Address List). 
• Ensure the flow's connection has delegated permissions (e.g., Contacts.ReadWrite for Outlook, User.ReadWrite.All for Azure AD). Test in the Exchange Admin Center or Outlook to confirm manual updates work. 
• Map form fields correctly: Use dynamic content from "Get response details" (e.g., email to identify the contact ID via a "Find contact" action first). 

Please understand that our initial reply may not always immediately resolve the issue. However, with your help and more detailed information, we can work together to find a solution. 

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