When
a department handles several orders, quote requests, survey
results or other information that is received via an online
form, it is convenient for the handler to have the forms
data transferred to one SharePoint task list.
In the demo below, Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to create
a flow that sends data from an order form to a SharePoint
tasks list. Peter uses a SharePoint form, but a similar
flow can of course also be used when you collect information
from public websites.
One of the benefits of using a flow like this, is that you
don't have to create extra columns for all the different
order needs. For example, you don't need to create a column
in the task list to contain the computer size. That info
is fetched from the form and transferred into the Description
of the task that is created.
The purpose of this demo is not only to show how to merge
data from several forms into one list but also to describe
how to export and import flows. If you don't need to practise
this, you can instead use the Power Automate 'Save as' feature
for this exercise, as you are only using the copies yourself.
Peter has three different forms, and data from all three
should be transferred into a tasks list. The forms
need one flow each, but instead of creating three flows,
Peter only creates the flow for the first form from scratch.
Then he exports the flow, imports the flow package as a
new flow and changes the applicable flow details.
Create a flow that sends data from a SharePoint form
to a SharePoint list
Start wth an automated blank flow.
Select the trigger 'SharePoint, When an item is
created'.
Select the URL for the SharePoint site that contains
the form, or enter the URL as a custom value.
Select the SharePoint list behind the form, or enter
its name as a custom value.
Click on 'New step' and then 'New action'.
Select the SharePoint action 'Create item'.
Select the SharePoint site and the tasks list, or
enter its name as a custom value.
The tasks list columns will be loaded to the flow,
so that you can add text and dynamic content from the
form to applicable columns, see the image below.
Some columns are left empty here and will be filled
out by the person who handles the order. That person
probably assigns the task to someone, sets a priority
and a due date and eventually marks the task as completed
when the order is fulfilled.
Save the flow and test it by performing the trigger
action: Fill out the form and make sure that a new task
is created and contains the information specified in
step 8.
Export a flow
Under 'My flows' click on the ellipsis at the flow
you want to export and select 'Export' and then 'Package
(.zip)'.
Give the package a name and click on 'Export'.
Save the package to your computer.
Import a flow and use it as a template for a new flow
Under 'My flows', click on 'Import' in the top right
corner.
Upload the flow file you want to import.
Edit the flow and select the Setup option 'Create
as new'.
Give the new flow another name than the original
one and save it.
Edit the related resources.
Enter the SharePoint site or keep the suggested
one from the original flow and save.
Click on 'Import'.
Now the new flow is created, and you can find it
under 'My flows'. It still has all the settings from
the original flow, so you should edit the new flow and
make any changes needed so that it works as you wish.
When
a department handles several orders, quote requests, survey
results or other information that is received via an online
form, it is convenient for the handler to have the forms
data transferred to one SharePoint task list.
