Do you want to use a group form in your Power Automate flow?
Unfortunately, any group forms you create will not show up in the Form connector in Power Automate.
But you can still use a group form in your flows with the form ID.
This post is going to show you how to use find and use the group form ID to create flows based on group forms.
What is a Group Form?
creating a Group Form allows all the members of the group to view and edit the form.
This can be a better way to manage an important form rather than creating a personal form and sharing it with others.
How to Create a Group Form
Here’s how you can easily create a group form.
- Go to the forms.microsoft.com homepage while logged in to your Microsoft account.
- Scroll to the bottom where all the groups you have access to will be listed in the My groups section.
- Click on any group to make a form for that group.
Notice that each group shows the total count of forms for that group.
This will take you to a list of all the forms for that group.
At the top, you will see a button that allows you to create a new form.
- Click the New Group Form button to create a form for the group.
You can then build out your form and the next time you visit the Group forms page from the My groups section, it will be listed.
- Click on your form from the Group form page.
Group Form Doesn’t Show in Power Automate
Creating a group form is easy enough, but using it in your Power Automate Forms connector is much more difficult.
When you try to select the group form in the Forms connector, you will not be able to find it.
Unfortunately, this is a long standing bug in the connector.
Get a Group Form ID
You will be able to use a group form in your flow if you know the group form ID.
When you click on the group form from the Group form page, the URL will contain the form ID.
Everything after the &id= in the URL will be the group form id! Copy this into your clipboard so you can use in the flow.
Use a Group Form in Power Automate
Now that you have the group form ID, you can use it in the flow.
- Add either the When a new response is submitted trigger or the Get response details action from the Forms connector. Either of these allows you to enter the group form ID.
- Click on the dropdown of the Form Id field.
- Click on the Enter custom value option at the bottom of the dropdown list. This will allow you to enter a custom text value.
- Paste in the group form ID.
The flow will now work for your group form!
Conclusions
Group forms are essential when you want your team to have full access to a form.
Unfortunately, group forms don’t appear to work with Power Automate due to a bug in the Forms connector.
Thankfully, you can bypass this bug if you use the group form ID as a custom value in the Forms actions.
Have you come across this problem with group forms? Let me know in the comments!
Hello John,
I read your suggestion on how to use group form in power automate. This is exactly what I need to do. I used the form id in the flow, starting with @id=.
The problem is I cannot get dynamic content , which are responses from the form fields.
Could you perhaps help in this area?
Did you include
@id=? Don’t include it.Same problem as Anna Zheleznyak above. I have a form assigned to a public Teams Group, but cannot get dynamic content (responses from the form fields). I pasted the correct ID – everything after the @id= Ending with ….Wcu.
To use dynamic content, you will first need to use the Parse JSON action with the response body.
It’s actually easy, the example above is missing some steps.
1. Create the “When a new response is submitted” and paste in the Form ID
2. Add a Forms step of “Get response Details” and also paste in the Form ID
3. Add a “Send an email notification (V3)” and then select each of the fields you want to include under Dynamic content, and there is a list of each of the response details.
I have a form created that is owned by a group, trying to link this and have done the id but can’t link through the actual questions as others mentioned above. You have advised to use the Parse JSON action but I can’t figure out how to use that to get the answers to link to the questions, can you help?
Follow these steps.
Check out this post about allowing null values in JSON schema for more details.
thanks for the tips. i’ve been struggling with adding row from every section of the form.
how can we create connection new row in excel for every section of the form.
You would need to use an use an add row action for each section.
Is it possible to turn responses from group forms into individual PDF files that are stored in a sharepoint teams site?
Yes, you could use the Word connector for this or another 3rd party PDF action.
You can also try the OneDrive connector, but it requires creating an HTML file and is much harder to get it looking nice.