SharePoint Document Issues

How to Identify Which SharePoint List Form Submitted an Item

Maira Mehtab Sep 22, 2026 868 views

Question details

The user needs to automatically identify which of their multiple SharePoint list forms submitted an item so the request type populates without requiring duplicate data entry from the user.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Managing submissions from multiple input forms that feed into a single SharePoint list and needing to categorize them by source.
Observed behavior: SharePoint list items do not natively expose the title of the specific form used for submission as a standard field.

Before you start

Ensure you have Site Owner or List Design permissions in SharePoint to modify list columns, customize forms via Power Apps, or create Power Automate flows.

Solution 1Recommended

Customize SharePoint Forms with a Hidden Default Field

Use customized SharePoint list forms to pass a hidden default value representing the form name directly into a tracking column.

Since standard SharePoint forms do not capture the form name by default, you can create a custom column and use Power Apps to hide it from the user while forcing it to submit a specific value.

Create a Tracking Column

Navigate to your SharePoint list, click the 'Gear' icon, and select 'List settings'. Create a new column named 'Request Type' or 'Form Source' as a Single line of text.

Customize the Form

Go back to the list view, click 'Integrate' on the top command bar, select 'Power Apps', and then click 'Customize forms'.

Add the Column to the Form

In Power Apps, ensure your new 'Form Source' column is added to the SharePoint form edit screen.

Set the Default Value

Select the data card for the 'Form Source' column, unlock it in the advanced properties pane, and set its 'Default' property to the specific name of your form (e.g., "IT Hardware Request").

Hide the Field and Publish

Select the same data card and toggle its 'Visible' property to false. Save and publish your customized form to SharePoint.

Form Tracking Automation: Once published, every time a user submits this specific form, the hidden field will silently populate the list item with the form's name.

Solution 2

Use Power Automate for Microsoft Forms Submissions

If your submissions originate from separate Microsoft Forms, use Power Automate to write the specific form name directly into the SharePoint list.

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Frequently Asked Questions

Does SharePoint record the form name in the item's version history?

No, SharePoint natively tracks who created or modified an item and the exact timestamp, but it does not track the specific UI form, interface, or view used to submit the item.

Can I use multiple default forms for a single SharePoint list?

By default, a SharePoint list utilizes one standard new item form. To use multiple distinct forms for a single list, you generally need to build custom forms in Power Apps and use conditional routing, or use external Microsoft Forms connected via Power Automate.

How do I ensure the hidden tracking field isn't modified by users?

If you customize the form using Power Apps, setting the specific field's 'Visible' property to 'false' ensures users cannot see or edit it during submission. However, the preset default value will still successfully pass to the SharePoint list upon saving.

Document & File Issues