How to Save Microsoft Forms Responses to Dataverse and Model-Driven Power Apps

This video is a step-by-step tutorial on how to use Power Automate flows to save Microsoft Forms Responses into Dataverse. This helps with use cases for Model Driven Power Apps where you have internal or external users who need to submit data, but who don't need access to the database or the application, and don't have licenses.

**** Important note about Licensing ****
NOTE that you do need to license the flow owner with a Power Automate premium user license or license the flow with a process license for this scenario. This tutorial is not advice on a licensing workaround, or multiplexing - this is a legitimate scenario where the individual users submitting ideas to not need any access to the app or database. If your particular scenario requires users to have an app directly connected to Dataverse, then they will need a per app or premium Power Apps license.
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This tutorial covers how to set up your Form, and how to set the sharing permissions to anyone or internal to your organisation only. I go through 4 scenarios for using Power Automate, each adding more complexity.

Timestamps:
00:00 Use Microsoft Forms with Dataverse
03:07 Set up your form in Microsoft Forms
05:23 Save Form responses into a Dataverse table
12:54 Save Form responses into Dataverse and link another table
20:50 Licensing
21:23 Create contact records for external submissions who submit a form and link their response
26:12 Link form responses to Microsoft Entra ID (AAD) records for internal submissions
34:08 Microsoft Forms vs Power Pages

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Connect with me:

[LukeHansen-dquf]

Hi Lisa! Another question... What is the best way to handle integration with a forms choice response and a Dataverse 'Choice' Column. It appears that the actual response from MS Forms needs to be converted to an integer for the flow to work, even if the actual choice of the Dataverse column is a string.

[avskadoo]

I set my Microsoft Form with "Allow respondents to edit their responses" settings.
So my Users could edit prior summited Forms. To record these entries in Dataverse I created below Flow Steps:

1. When new response Submitted
2. Get Response details
3. List Rows when my Form Response ID already exists in Dataverse --- genai_usecaseid eq
4. Condition --- is greater than 0
5. If TRUE -- Update a row
6. If False Add a new row

But seems like after all my efforts I am missing the First Trigger and my Flow is not getting initiated:
WHEN A NEW RESPONSE SUBMITTED
Could you suggest work around?

[avskadoo]

I followed your process and its really working well. I have few questions:
1. How we should work in case of Drop Down List provided entries are same and in sequence in Forms verses Dataverse Choices.
2. Files uploaded by User in Forms need to push in Dataverse Table.

[bobbyw]

Great content!! I read that there is a limit to how many responses a form can receive. If i want to keep using it would deleting the responses help?

[danielbushey]

I love the video, simply explaining the multiple options that can quickly get confusing or complex. One question for external user submissions when adding to contacts is ther a option to look for a pre-existing contact and connect or update if needed?

[SothearithKONGMrMuyKhmer]

Thanks so much Lisa! This is really helpful. 😘

[LukeHansen-dquf]

Thank you for your amazing videos Lisa.
Is there anyway of linking Forms to existing data in a Power App table, so that the forms response becomes a selection that pulls from the Power App table?

[johnfromireland]

In the Active Challenges table the field 'Return to Office' was used in the OData query yet you did not use the logical name for that field. Why did the OData query work?
In your penultimate demo you said you were creating the out of the box Contact table. Yet the table already existed...?

[dougydoe]

Very useful video, Lisa. A great watch just to pick up the knowledge. Hopefully, it will become useful sometime soon. Thanks for sharing

[JohnvanEs-jtde]

Hi Lisa, I've added a choicefield on my MsForm. And I want the choice to be saved in Dataverse. This is giving issues, since you have to save the value of the choice in Dataverse. I've looked for days now on the internet, but haven't found the solution. I think I have to solve this with a compose, but I'm not sure. Can you help?

[momentumsafetyandergonomic]

Hi Lisa, like the others, I love your simple approach to PowerApps, and have found your videos the most useful on the internet. I've learned a lot. I think I know the answer (sadly) but is there a way to use the file upload in MS Forms and have it populate the "file" data field in dataverse?

[Lax]

Wow awesome! I need just this in the near future.

[piotrrusak]

Hi Lisa - I have a question about users in aaduser table - what will happen if this user will be removed from MS Entra ID (Azure AD) :
1) User will be removed from aaduser and all Lookups will be removed too (cleaned up)
2) User will stay in aaduser table with Enabled=false flag and all Lookups will stay (so data is safe)
I am wondering if you know the answer - as to test this I would need to do some setup in my environment (not so quick)
Thanks in advance for answer
And very good video - as always 🩷❤

[brendanbowen]

Hi Lisa - you must be a mind reader because I am literally facing a very very similar ask! 😅 One question though: Instead of an MS Form, what about using a Canvas App over the MS Form? My use-case is going to require using some repeating table functionality so the simplicity of the MS Form won't work. I'd have potentially hundreds of users of my Canvas App, but only 5 users of the model driven. Would something like an App-Pass for the Canvas App be appropriate? The licensing for that isn't clear to me how that works. Thanks for your insight!

[seang]

REQUEST: For a future video would you consider doing a more advanced approval workflow in a model-driven app? Specifically the one I am thinking of is with a budget worksheet (larger table) that I need to design to allow approval workflows for. Meaning the department owner fills out the proposed budget, then it goes back-and-forth (probably multiple times) with exec/finance to get feedback/changes, and then a final approval to lock down that budget for the year. All the past approvals I have seen are more for smaller fields or data. Just an idea! Thanks! Love your work!

[charlierob]

Hi Lisa, your channel is excellent whilst we have been learning about whether we are going to use dynamics as our CRM and operations for our SME. We are a small team with big dreams but Dynamics seems very scary, where should we start?

[Kira-zvqn]

This was helpful and insightful, but I was really hoping for a few more details, such as: what if I want the form to enter data into a choice column, or what if the form lets the user select different related rows than the one you hardcoded into the flow? Is there any way to have the Microsoft form use those as they're built in Dataverse so that if I change the choice column or add another option in the related table, that change is automatically propagated to the Microsoft form?