Others

How to Create a Form with User Input, Screenshots, and Automated Reports

Chanuka Geekiyanage Oct 8, 2026 869 views

Question details

The user needs a solution to create a form that collects yes-or-no answers, multiple selections, text responses, and required screenshots, which then automatically compiles into a report and emails a distribution list.

How to Create a Form with User Input, Screenshots, and Automated Reports

Product: Microsoft Forms and Power Automate
Device & OS: not provided
Scenario: Building a comprehensive data collection workflow that requires mixed inputs, mandatory file uploads, and automated reporting.
Observed behavior: The user is seeking a viable software combination capable of handling structured input collection, file attachments, and seamless email automation.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Microsoft Forms and Power Automate to utilize the integrated file upload and cloud flow automation features.

Solution 1Recommended

Use Microsoft Forms and Power Automate

Combine Microsoft Forms for seamless data collection with Power Automate to handle report generation and automated email distribution.

Microsoft Forms is excellent for capturing standard text and multiple-choice inputs, as well as file attachments. By integrating it with Power Automate, you can easily process incoming data and route it to your team.

Create the data collection form

Open Microsoft Forms and create a new form. Add fields for yes/no questions, multiple choice, and text responses as needed.

Add a required screenshot upload field

Click 'Add new', select the dropdown arrow for more options, and choose 'File Upload'. Toggle the 'Required' switch to ensure respondents must attach their screenshots.

Set up an automated workflow

Open Power Automate and create an automated cloud flow. Set the trigger to 'When a new response is submitted' and select your newly created form.

Retrieve and format the responses

Add the 'Get response details' action to pull the submitted data. Add a 'Create HTML table' action or use 'Add a row into a table' (Excel Online) to structure the data into a readable report format.

Automate the email distribution

Add the 'Send an email (V2)' action. Enter your distribution list in the 'To' field, craft your subject, and insert the formatted report data into the email body before saving the flow.

File Upload Limitations: The File Upload feature in Microsoft Forms requires respondents to sign in. It is only available for internal users within your Microsoft 365 organization.

Solution 2

Build a Custom Solution with Microsoft Power Apps

Ideal if your data collection requires complex branching logic, highly customized interfaces, or direct database integrations beyond standard forms.

Easy Data Collection with WPS Forms

Create Comprehensive Forms and Collect Data Automatically with WPS Office

If you need a streamlined way to gather inputs, selections, and files without complex setups, WPS Office offers a built-in Form tool. It instantly syncs responses to a structured spreadsheet, making report generation and sharing incredibly efficient.

1. Launch WPS Form: Open WPS Office, navigate to the 'Tools' tab on the homepage, and select 'WPS Form' to start a new data collection project.
2. Add question fields: Insert various question types such as Multiple Choice, Text Box, and File Upload to capture the necessary inputs and screenshots.
3. Distribute the form: Click 'Share' to generate a link or QR code, and send it to your respondents to begin gathering data.
4. View and share the report: Click on 'Data Statistics' or 'View in Spreadsheet' to see all submitted responses auto-compiled into an Excel-compatible report, ready to be emailed to your team.

Easily collect diverse data types including text, multiple selections, and images.Fully compatible with Microsoft Excel (.xlsx) formats for seamless data export and sharing.Automatically compile form responses into a structured, easy-to-read spreadsheet.Free, lightweight, and user-friendly interface requiring no advanced technical skills.

microsoft office alternative - wps office

Frequently Asked Questions

Can external users upload screenshots to my Microsoft Form?

No. In Microsoft Forms, the 'File Upload' feature is restricted to users within your organization who are logged in. To collect files from external users, you would need to use a third-party form builder or a public-facing Power Pages site.

How can I include the uploaded screenshots in the automated email report?

In Power Automate, the file upload data from MS Forms is returned as a JSON array string. You must parse this JSON to get the file identifier, use the 'Get file content' action from OneDrive/SharePoint, and then attach the file content to the 'Send an email (V2)' action.

Can I save the compiled reports as a PDF before emailing them?

Yes. In Power Automate, you can use the 'Populate a Microsoft Word template' action to fill in the form data, convert that Word document to a PDF using OneDrive actions, and then attach the resulting PDF to your automated email.

Office Quick Solutions