Using Microsoft Forms to create a survey with results sent to a SharePoint list via Power Automate. The list provides scoring (using calculated columns)

1. Granite State M365 User Group
• PRESENTATION TO
CREATING A SURVEY
FROM ANALYSIS TO BUILD| DEB WALTHER

2. Meeting Agenda
• What is Forms?
• How Can I Use Forms?
• Analysis and Requirements Development
• Building an Information Architecture
• Building the Form
• Building the List
• Automation
• Maintenance

3. INTRO TO MS FORMS

4. MS Forms
• App that allows users to create survey and
quizzes
– Part of Office 365: Access via the app launcher
– Replace paper-based forms with a secure, dynamic
form with automation and approvals
– Data lives in your tenant: you own it
• Pro version “Dynamics 365 Customer Voice”:
More advanced features and analytics
– AI, Rules and formatting
– Integrates into Dynamics 365

5. MS Forms
Customization
• Logos
• Colors
• Styles: Background images
• Background music
Data types:
• Simple text,
• Long text
• Choice (single and multiple)
• Branches
• Ratings
• Date
• Likart (gauge attitudes/opinions about a
topic)
• Net Promoter Score
• Attach files (Internal Form only)
• Create sections
– Improves the information flow, less
scrolling
Demo

6. Sharing
To Edit
• Collaborate or
Duplicate
Responses
• Click “Collect responses
– Internal
• Collect name or make
anonymous
• Specific people (Target)
– External (Anyone can
respond)
• QR codes (click “Present”)

7. Considerations
• There is no Admin portal to manage the created
Forms
– Admin settings are for overall control:
• External
• Default names
• Phishing protection
• Enable/disable Forms
• https://shorturl.at/dsB78
• Need to share Forms
– Form dies when the owner’s account is disabled
– Best practice: create form as part of a group

8. MS Forms: Data
• Data is collected in the Dataverse in your tenant
and displayed in Excel or Power BI formats.
– US-based tenants stored in US, European tenants
store in Europe
• Can use Power Automate to send data to a List
• Forms is HIPPA and BAA compliant and meets
GDPR requirements
– https://shorturl.at/AEJX6

9. WHERE TO USE FORMS

10. Use Cases
• Customer Surveys
– Anonymous: sent externally
• Request tool
– Integrate data into a SharePoint list where the data can
be managed
• Other Feedback
– Safety (anonymous)
– HR

11. What is the Problem to be Solved?
• Determine the problem that needs to be resolved
– Risk assessment of vendors is needed
• Security
• Insurance
• Other factors
– Develop a series of questions
• Keep them simple
– Score the questions so we can rate the vendors
• Compare year over year: are they improving?

12. High Level Project Summary
• Scope of Project:
– Develop a reusable form that will collect the answers to vendor risk questions
– Data will be stored in a way that can be analyzed and provide some automation (renewals,
identify if the vendor is still in use).
– Provide a dashboard where the data can be analyzed
• Project
– Phase 1: Set up a POC to use internally.
– Phase 2: Develop full range of questions with scoring
– Phase 3: Build form, list, workflow
– Phase 4: Test
– Phase 5: Train & Communicate
– Phase 6: Develop Dashboard (BI)

13. ANALYSIS

14. Additional Requirements
• Deploy to external tenants
• Upload and store certifications
• Organize the questions by topic: create sections for the
form and for the dashboard
• Form needs to be renewed yearly: provide notification to
owner to resend to vendor
– Consider the vendor may no longer be in use and the contact
may no longer be available
– List needs to be able to handle multiple survey results form the
vendor over time

15. Slide Title
Requirement Notes/Solution
Deploy to external tenants Send form, migrate the list and export workflow. Some configuration will be needed
Upload and store certifications
Cannot do on Form with anonymous enabled: need to set up an email box: Use from
email domain to automate attachment
Develop a series of questions tagged by topic Topics will become sections on the form
Provide notification of renewal after ensuring
the vendor is still active (approval?) 30 days
before the expiration date
Approval: if no: make vendor inactive (Default= active") at the renewal date. If yes,
confirm contact is current and send linkto contact w/ cc to owner
Vendor is deactivated at 1 year after approval:
notification to owner Workflow
List needs to be able to handle multiple surveys
from the same vendor over time Make title field- "Vendor Name"-"Created". Set Older entry to "Expired"
Form saved into pdf and stored as an
attachment?
Use list attachment rather than library to simplify for client. Is there a need to search
the pdf (if yes, use library for storage and add a link to the list)
Have a signature or just an acknowledgement
box?
Signature will have a cost (tool: Docusign or Adobe?). Can we use a picture signature
(not linked to sign in, so not a true electronic signature). Is an approval check box
enough (simpler, cost effective). Might depend on the compliance needed by the
customer. Work out both approaches
Turn on list version control to log all changes

16. Slide Title
Requirement Notes/Solution
Form will have sections Sections will allow us to group the data: scores per section, present in dashboard
Score the answers Determine weight of each answer
Provide an overall score and a break down via
sections Answers to questions need to be given a weight.
Need to be able to export the list No linked lists or managed metadata: text columns only. Package and deploy
Need to be able to export the form Can we use Forms and export? Yes we can.
Need to be able to export the workflow Power Automate: Export
What other fields are needed for Data analysis
(Power BI)
Score each scorable question, separate by section. Provide section scores: use
Calculated columns
Compare multiple surveys of the same vendor Title: Year-month-Vendor name
Set up the "owner" of the form so that it's easy to
change
Use a list rather than code into the workflow: Choice field on form that drives who the
owner should be? What services do you offer: Software, or list departments
something that we can create a rule.

17. Technical Requirements
Requirement Notes/Solution
Form Requirements Forms
Workflow Power Automate
SP IA Use Content Type, Site Columns
Store answers List, Forms (do we want a pdf of the Form stored in an archive library?)
Dashboard Use a List view initially, Power BI future

18. Requirements: Questions
• Develop Questions
• Choice and yes/no questions can be scored
• Identify similar topics= sections
• Build an Information Architecture
Demo

19. BUILDING THE TOOL

20. Build
• Create Form
• Create a list
– Use single line text columns for single choice
– Use Multiline text (plain text) for the multi choice
• There is a limitation to the # of character Power Automate
will transfer to the list: adjust your answers as needed
– Use Calculated Columns for scoring
• Go to List Settings to create and edit
• Build Workflow

21. Build the Form
• Use the IA to copy/paste questions and
answers
– Make a column in IA to track work
– Add Sections
– Test branches as you build
• Add branch after you add the next question/section: have
something to branch to
Demo

22. List
Demo

23. Scoring: Level of Insurance
• =IF([Level of Insurance]="< $1
million","1",IF([Level of Insurance]="$1-$4.9
million","2",IF([Level of Insurance]="$5-$9.9
Million","3",IF([Level of Insurance]="$10-$24.9
million","4",IF([Level of Insurance]="> $25
million","5",IF([Level of Insurance]="",0))))))
• Result is a number, 0 decimal

24. Scoring: Yes/No questions
• =IF(O365MFA="Yes","5","0")
• Result is a number, 0 decimal places

25. Scoring a Section
• Total score which is the sum all columns in
section divided by the max score
– =([Ins Score]+[Level of Ins SC])/10
– Show as a number, but select percentage
(decimal= automatic)

26. AUTOMATION

27. Considerations
• Create a Date formatted: concatenate with
Vendor name to create a unique title
– Next year’s survey will have a unique title, but I can
group by vendor name
• Default vendor to “Active”
• Create an expiration date 365 days after
submission date
Demo

28. MAINTENANCE

29. Maintenance (Next Step)
• Send and approval to the Owner 30 days
before the expiration date
– Identify if still working with vendor
– Update contact info
• Set status to “In Renewal”
• Send email to vendor contact
• Once Expiration date <= “Today”: set to
“Expired”

30. Summary
• Develop Requirements
– Get all the questions developed up front
• Plan the build: develop an information
architecture
– Build a POC
• Build
– Consider business continuity
• Test
• Train/Communicate

31. QUESTIONS?
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603-769-3172
WWW. SKYTERRATECH.COM