How to make a Microsoft Flow mobile button to be emailed Microsoft Forms or SharePoint data as Excel link or attachment

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Microsoft Flow mobile buttons are magical. One touch on your mobile device, and gears start turning to retrieve and deliver the data you need when and how you need it. Recently, I set out to deliver all Microsoft Forms responses to a recipient on-demand as an excel file using a Microsoft Flow mobile button they could press whenever they wanted the results. I also created a button someone could use to be sent all the birthdays coming up in the next week for our organization whenever they need it. You can adjust the following steps to fit your situation and tools, but the following outlines two ideas:

  • Sending someone all responses to a Microsoft Forms survey whenever they press the button (Take a snapshot in time of responses, or pull up-to-the-minute feedback into your meeting)
  • Sending someone SharePoint list items in an excel sheet that match a certain criteria (Projects ending in the next two weeks)

Prep

  1. Create a form/survey in Microsoft Forms if you don’t already have one (you could also just use a SharePoint list or google form you already have)
  2. Create an excel doc in OneDrive (personal)
  3. Add a column header for every question/column to your excel doc
  4. Format excel info as table
    1. Select table headers and row beneath
    2. Insert –> table
    3. Check “my table has headers” –> OK2017-11-09_14-52-27

Microsoft Forms

This method will require that the first flow is in place before your survey is released. Otherwise you’ll miss some responses that come in prior to these flows being in place.

  1. Create a flow, triggered by when response is received
  2. Apply to each (feel free to add a condition, to only get responses added that match a criteria – perhaps only those from a certain department)
    1. Get response details
    2. Insert rows (excel doc)
  3. Create another flow, triggered by mobile button
  4. Get share link
    AND/OR
    Get File Content
  5. Email
    1. If you use share link in an html email step, be sure to wrap in html (<a href=”…) so that it’s a live link in the actual email.
    2. If you do the attachment option, make sure you add .xlsx extension to attachment name

Flow One:

forms

Flow Two:

forms2

SharePoint

This method clears the excel sheet before adding new rows. This ensures you don’t get duplicate values added, removes values that no longer match the criteria, keeping your data recent.

  1. Create a flow, triggered by when button is pressed
  2. Get items (SharePoint list) (adjust action settings if you have more than 100 items in your list)
  3. Get rows (excel doc in personal OneDrive)
  4. Apply to each
    1. Delete rows (excel doc)
  5. Apply to each (feel free to add a condition, like date is in a certain range)
    1. Insert rows (excel doc)
  6. Get share link
    AND/OR
    Get File Content
  7. Email
    • If you use share link in an html email step, be sure to wrap in html (<a href=”…) so that it’s a live link in the actual email.
    • If you do the attachment option, make sure you add .xlsx extension to attachment name

sharepoint

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