How can I allow visitors to my sharepoint to fill in the form and data being transfer to excel file where visitor can only read but not able to write to the excel file ?

Question

How can I allow visitors to my sharepoint to fill in the form and data being transferred to excel grid file where visitor can only read but not able to write to the grid file ?

Answer 1

Hi @Sean How - DSV

Welcome to Q&A Community! 

Based on your initial description, I understand that you want to allow visitors to submit data via a form, storing it in an Excel file on SharePoint, and ensuring visitors can only read the file. 

To make sure we're aligned and avoid from any misunderstanding, please let me know a few details about your issue by answering these questions: 

1. Are you signed in with a personal account (e.g., @hotmail.com, @outlook.com), an education account (e.g., @school.edu), or a work account (e.g., @yourcompany.com)? 
2. Will the Excel file be stored in a SharePoint document library or OneDrive? 
3. Are these visitors internal users (with Microsoft 365 accounts) or external guests? 
4. Should visitors have access to the entire document library or just the Excel file? 

If you prefer a quick setup which works well for external users and have automated data transfer, I'd recommend combing Microsoft Forms, Power Automate and Excel in SharePoint, where:  

• Visitors submit data through Microsoft Forms. 
• Power Automate transfers responses into an Excel file stored in SharePoint. 
• Visitors can view the Excel file but cannot edit it. 

To achieve that, you need to: 

1. Create Microsoft Form and share the link with visitors. 
2. Prepare an Excel File in SharePoint and format it as a Table. 
3. Build Power Automate Flow with:  
   • Trigger: When a new response is submitted. 
   • Action: Add a row into a table in your Excel file.
   Set Permissions: Break inheritance for the Excel file and grant visitors Read-only access. 

For detailed instruction: Setting Up an Automated Workflow Between Microsoft Forms and Excel Through Power Automate - Microso… 

However, as Excel is not ideal for large datasets, this approach requires you to have Power Automate license. 

Let me know your confirmation to the questions above or if there are any additional details you prefer. I'd be happy to assist you further. 

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