Allowing Guest users to upload files to SharePoint via Group-owned Form

Question

I have a requirement where I use a Group-owned Form for users to upload files as part of a workflow. Once the file is uploaded, I use PowerAutomate to send a variety of emails, depending on various responses in the Forms. The uploaded attachment is a key element to the workflow (the attachment needs to be provided to a downstream system as an attachment).

The whole workflow works for Internal users, but doesn't work for Guest users, who get an 'Access Denied' error on trying to upload a file.

If I use SharePoint to look at the 'Manage Access' UI for the target folder, Forms has created a link which can be used for Upload only access by Internal users. If I use that link in a browser session connected as an external user, I get an Access Denied message.

If I create another link via that SharePoint Manage Access UI, I can give my Guest group Modify access to exactly the same folder (i.e. more access than just Upload). It seems that the link created by Forms doesn't respect the organisational policy for file sharing from SharePoint.

I understand that this functionality is apparently "by design". On that basis, I ask that 'Guest access to upload files to SharePoint via Group-owned Forms is governed by organisational SharePoint file sharing policy settings' be added to the relevant feature backlog (for either Forms or SharePoint).

[I did look for this request in the communities so I could up-vote, but couldn't find it].

Thanks

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Moved from: Microsoft 365 and Office | Microsoft Forms | Other

Answer 1

Hello @Kevin Burbidge, 

Good day! Thank you for posting your valuable question on the Microsoft Q&A forum. 

You’ve already done an excellent job investigating this, and your understanding of the current behavior is absolutely correct. Since this limitation isn’t supported directly within the app today, the best next step is to submit your suggestion to the Microsoft Forms product team so they can consider it for future improvements. 

To send your request to the product team, please follow these steps: 

• Go to Microsoft Teams · Community  
• Sign in with your Microsoft account.  
• Choose Send Feedback and fill in the form.   
• Describe your suggestion clearly and concisely.  
• Submit and optionally upvote similar ideas from other users.  

Microsoft’s product team actively reviews customer submissions, and many improvements have been introduced based on user demand and real‑world usage scenarios. Submitting and upvoting feedback is the most effective way to help prioritize this feature for future updates.    

After submitting your request on the site, you can return here and paste the link into this thread. That way, other users who visit this discussion can click the link and upvote your request to help bring more attention to it.   

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To help you enhance your Power Automate flow and explore options that might better meet your requirements, you may also consider posting your question in the Power Platform Community, where product experts and experienced users can provide additional insights: Microsoft Power Platform Community Forum Thread  

This space is actively monitored by Microsoft engineers, MVPs, and Power Platform professionals who specialize in Power Apps and SharePoint integrations, and they are familiar with recent security changes and known platform limitations. You’re more likely to receive confirmed guidance, suitable workarounds, or insights into known issues and roadmap updates there.

I’m truly sorry for any inconvenience that this redirection may cause. My goal is to ensure you receive the most accurate and helpful support possible, and in this case, the Power Platform Community and the Microsoft Feedback Portal are the most appropriate channels for this particular scenario. 

In the meantime, you can check Microsoft 365 Roadmap for updating features in the future. I will also forward your feedback to the appropriate team for further consideration.   

I genuinely appreciate your feedback and share your goal of making Forms better and more user-friendly.    

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Answer 2

I've now submitted this through the Send Feedback feature as advised - here:
https://feedbackportal.microsoft.com/feedback/idea/6fb317c7-6d0a-f111-83da-7c1e5292c259

Please up-vote if this is something you'd like to see in Forms!

Thanks

Answer 3

Guest users may face restrictions when trying to upload files through Group-owned Forms due to organizational policies set in SharePoint. The default behavior is that the link created by Forms for file uploads does not align with the broader SharePoint sharing settings, which can lead to access denied errors for external users.

To allow guest users to upload files, you may need to adjust the sharing permissions for the SharePoint folder where the files are being uploaded. Specifically, ensure that guest users have the necessary permissions, such as Modify access, to the target folder. This can be done through the SharePoint Manage Access interface, where you can grant appropriate permissions to your guest group.

Additionally, if your organization has specific policies regarding guest access and file sharing, these settings will govern the ability of guest users to upload files via Forms. It might be beneficial to raise this issue with your organization's IT or SharePoint administrators to explore potential changes to the policy that could facilitate guest uploads through Forms.

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References:

• Guest access
• Resolve file upload errors in Microsoft Forms