In today’s digital age, businesses and organizations are increasingly relying on online forms to collect information from their customers, clients, and employees. Microsoft Forms is one such popular platform that allows users to create custom surveys, quizzes, and feedback forms. However, once you’ve collected the responses, it can be a time-consuming task to process and share the data with others.
Enter Power Automate, a cloud-based workflow automation tool that can streamline your business processes and save you time and effort. With Power Automate, you can easily convert your Microsoft Form responses into PDFs and send them via email to the desired recipients. This powerful feature is a game-changer for anyone looking to automate their data collection and sharing workflows without premium subscription. In this blog post, we’ll show you how to set up this workflow in just a few easy steps.
Power Automate Flow
For those that can’t wait to start converting form replies to PDF and send them over email, you can go ahead and find full flow in an image below:
We also prepared a quick step by step guide with detailed explanations of each step.
Step by Step Guide
Step 1: Trigger – When an item is created
Create automated flow and use “When an item is created” trigger. Select destination Site Address and desirable List Name from drop down menus.
Step 2: Compose
Add the “Compose” action as the second step in your workflow. Then, create a quick HTML template formatted to your liking. See our example below. This code will generate tables that you can customize with dynamic fields. Simply select the dynamic fields from the list and insert them into your template wherever you like.
HTML Template Example:
<!DOCTYPE html>
<html>
<style>
table, th, td {
border: 1px solid black;
border-collapse: collapse;
}
th, td {
padding-top: 5px;
padding-bottom: 10px;
padding-left: 5px;
padding-right: 10px;
}
</style>
<body>
<h1> Your Header Here</h1>
<table style="width:100%">
<tr>
<th> Column Name 1</th>
<th> Column Name 2</th>
<th> Column Name 3</th>
</tr>
<tr>
<td> INSERT FIELD HERE</td>
<td> INSERT FIELD HERE</td>
<td> INSERT FIELD HERE</td>
</tr>
</table>
<h1> Your Header 2 Here</h1>
<table style="width:100%">
<tr>
<th> Column Name 1</th>
<th> Column Name 2</th>
<th> Column Name 3</th>
</tr>
<tr>
<td> INSERT FIELD HERE</td>
<td> INSERT FIELD HERE</td>
<td> INSERT FIELD HERE</td>
</tr>
</table>
</body>
</html>
Step 3: Create File
Next, create a file with the “Create File” action. Select the folder path and input a file name that ends with “.html”. Insert the outputs of the previous step as file content.
Step 4: Convert File
Now, add the “Convert File” action as the next step in your workflow. Select the ID of the file from the previous step in the “File” field and choose “PDF” as the target type.
Step 5: Send an Email
Finally, add the “Send an Email V2” action and fill out all the required fields. Click on “Show advanced options” and use “File Name attachments Name – 1” and “File content” as attachment content from the previous step.
Conclusion
That’s it! You now know how to convert Microsoft Form responses to PDFs and send them via email using Power Automate. By automating this workflow, you can save valuable time and effort, allowing you to focus on other important tasks. Whether you’re a business owner, manager, or employee, Power Automate can help you streamline your processes and improve your productivity. So why not give it a try and see the difference it can make in your workday?
