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How to Build a Problem-Reporting Workflow in MS Forms and Power Automate

Tauseeq Magsi Sep 25, 2026 869 views

Question details

The user needs to create a two-stage workflow where one department submits problem details and photos, and a second department adds resolution information and photos to the same combined record.

Building a Problem-Reporting Workflow with Microsoft Forms and Power Automate

Product: Microsoft Forms and Power Automate
Device & OS: not provided
Scenario: Setting up a cross-departmental issue tracking and resolution system.
Observed behavior: Standard Microsoft Forms cannot natively support a two-stage input workflow on a single record; it requires an integrated Power Automate flow and a centralized database.

Before you start

Ensure you have an active Microsoft 365 business license with access to Microsoft Forms, Power Automate, and a central data repository like a SharePoint list to store and update the combined records.

Solution 1Recommended

Set Up a Two-Stage Workflow Using Power Automate and SharePoint

Since Microsoft Forms is designed for single-stage data collection, you must use Power Automate to transfer the initial form submission into a collaborative database (like SharePoint) where the second department can edit the record.

Microsoft Forms alone cannot pause a submission and send it to another user for completion. To achieve this workflow, the initial form submission must trigger a Power Automate flow that creates an item in a shared environment where the resolution team has edit permissions.

Create the Initial Intake Form

Open Microsoft Forms and design a form for the first department to submit problem details and upload pictures.

Set Up a Collaborative Database

Create a SharePoint list with columns for the initial problem details (e.g., Issue Description, Issue Photos) and columns for the resolution information (e.g., Resolution Details, Resolution Photos).

Build the Power Automate Flow

Open Power Automate and create an automated cloud flow using the 'When a new response is submitted' trigger for your Microsoft Form.

Map Form Data to the Database

Add the 'Get response details' action to retrieve the form answers, followed by a 'Create item' action in SharePoint to map those answers to the corresponding columns in your list.

Notify the Resolution Team

Add a final action to send an email or Teams message to the second department. Include a direct link to the newly created SharePoint list item so they can edit it, append their resolution details, and upload additional pictures.

Set Up a Two-Stage Workflow Using Power Automate and SharePoint

Advanced Workflow Customization: For specialized guidance on parsing JSON for image attachments or complex flow branching, consider posting your flow setup in the official Microsoft Power Automate Community forum.

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Frequently Asked Questions

Can external users upload pictures to my Microsoft Form?

No. The file upload feature in Microsoft Forms is only supported when the form is restricted to people within your organization. If you select 'Anyone can respond', the file upload option will become unavailable.

How do I extract images from a Microsoft Form submission in Power Automate?

Form attachments are saved to the form creator's OneDrive (or a group SharePoint site). In Power Automate, you must parse the JSON response from the file upload question to get the file's ID, then use the 'Get file content' action to use the image downstream.

Is it possible to save and continue a Microsoft Form later?

Microsoft Forms does not currently support saving progress to complete a form later. If a user closes the browser before submitting, their data is lost. For multi-step forms that take time, using Microsoft Power Apps is often recommended instead.

Why is my Power Automate flow failing at the 'Get response details' step?

This commonly occurs if the 'Response Id' dynamic value from the initial trigger is not properly mapped into the 'Get response details' action. Ensure the correct Form ID is selected and the Response Id is provided.

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