When working on Power Automate, I encounter scenarios where decisions must be made based on user input from a form. Imagine this: you have created a Microsoft Form to collect feedback, and now you want your flow to take different actions depending on how someone responds. Maybe approvals are needed only if someone answers “Yes” to a specific question or an email needs to go to a particular team based on a selected option.
In this tutorial, I will explain how to add condition based on form response using Power Automate with examples.
Add Condition Based on Form Response using Power Automate
In a corporate environment, you may have a Power Platform environment with a system that tracks issues related to apps built using Power Apps, Power Automate, or Power BI. Employees may report problems or bugs, and you want to automate how those issues are categorized and tracked in a SharePoint list or database.
Let’s assume you have a Power Platform Issue Report Form with the following fields:
- Employee Name
- App/Flow/Report Name ( Power App, Power Automate flow, Power BI report)
- Issue Description (A brief description of the problem)
- Priority Level (Low, Medium, High)
- Issue Category (Bug, Enhancement Request, Performance Issue, Access Issue)
The goal is to use Power Automate to track these reported issues and automatically categorize them based on the Issue Category field I need to store in different SharePoint lists.
For this example, I created a SharePoint list (Bug Tracker, Enhancement Requests, Performance Issues, and Access Issues) with the data types:
| Column Name | Data Types |
|---|---|
| Employee Name | Single line of text |
| Employee Email | Single line of text |
| App/Flow/Report Name | Choice ( Power App, Power Automate, Power BI) |
| Issue Description | Multiple lines of text |
| Priority Level | Choice (Low, Medium, High) |
Now follow the below steps to create flow:
1. Create an Automated cloud flow using the When a new response is submitted trigger from Microsoft Forms to capture the Power Platform Issue Report submission.
- Form Id: Select the Power Platform Issue Report from the drop-down.
2. Add the Get response details action to retrieve the form responses, focusing on fields like Issue Category and Priority Level.
Then, provide the Form ID from the dropdown menu and select the Response ID from the dynamic content of the When a new response is submitted trigger.
3. Add a ‘Switch‘ condition action to check the Issue Category and store the corresponding value in the SharePoint list.
- On: Take the Issue Category from the dynamic content.
4. Click + Add case to add the first switch case. Manually enter the value Bug inside the Equals parameter.
5. Inside the case, add the Create item action and provide the Site Address and List name, then expand Advanced parameters and provide the below column with value.
| Employee Name | outputs(‘Get_response_details’)?[‘body/r0dadc8019ebb4c2cafd6e4b2561920b6’] |
| Employee Email | outputs(‘Get_response_details’)?[‘body/responder’] |
| App/Flow/Report Name Value | outputs(‘Get_response_details’)?[‘body/re33557f821044a04a6cf1141dbe5f0ad’] |
| Issue Description | outputs(‘Get_response_details’)?[‘body/rf102f5a4310a4627b6973ce91f9be223’] |
| Priority Level Value | outputs(‘Get_response_details’)?[‘body/rf757ae67f3354dcc818009e7283f8229’] |
6. Again, Click + Add case to add the second case. Manually enter the value Enhancement Request inside the Equals parameter.
7. Inside case 2, add the Create item action and provide the Site Address and List name, then expand Advanced parameters and provide the below column with value.
| Employee Name | outputs(‘Get_response_details’)?[‘body/r0dadc8019ebb4c2cafd6e4b2561920b6’] |
| Employee Email | outputs(‘Get_response_details’)?[‘body/responder’] |
| App/Flow/Report Name Value | outputs(‘Get_response_details’)?[‘body/re33557f821044a04a6cf1141dbe5f0ad’] |
| Issue Description | outputs(‘Get_response_details’)?[‘body/rf102f5a4310a4627b6973ce91f9be223’] |
| Priority Level Value | outputs(‘Get_response_details’)?[‘body/rf757ae67f3354dcc818009e7283f8229’] |
Now, like this, add two more cases for Performance Issue and Access Issue, then in the case, add create item action.
Now, Save the flow. Test it Manually. Then, fill out the form details and click submit.
After the flow runs successfully, check the Bug Tracker SharePoint list with all the relevant details. The other lists have no value.
Conclusion
In this tutorial, I explained the process of adding conditions to your Power Automate flow based on responses from a Microsoft Form. You learned how to create an automated flow that captures issue reports related to Power Platform apps, categorizes them based on the issue type (Bug, Enhancement Request, Performance Issue, or Access Issue), and logs them into the appropriate SharePoint lists.
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After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.
