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How to Create a Power Automate Approval Flow for Forms File Uploads

Muhammad Talha Oct 15, 2026 869 views

Question details

The user needs to create an automated workflow to handle Microsoft Forms submissions containing file uploads, route them for sequential approval, and automatically file the results.

How to Create a Power Automate Approval Flow for Forms File Uploads

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Building a customized, sequential approval process for form responses that include document attachments.
Observed behavior: The user wants to collect form data, trigger an approval sequence to multiple approvers, send notifications, and automatically save the approved files in SharePoint or OneDrive.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Power Automate, Microsoft Forms, and either SharePoint or OneDrive for Business to store the uploaded files securely.

Solution 1Recommended

Build the Forms Approval Flow in Power Automate

Set up the necessary triggers and actions to parse form data, retrieve the uploaded file, and initiate an approval request.

Handling file uploads from Microsoft Forms requires retrieving the file content from the underlying storage (OneDrive or SharePoint) before it can be attached to an approval email.

Create the Form and Trigger

Log in to Microsoft Forms and create a form with a 'File Upload' question. Next, open Power Automate, create an 'Automated cloud flow', and select the 'When a new response is submitted' trigger.

Get Response Details

Add the 'Get response details' action. Select your Form from the dropdown and insert the 'Response Id' dynamic content into the corresponding field.

Parse and Retrieve the File

Add a 'Parse JSON' action to process the file upload array from your form. Then, add a 'Get file content' action (using OneDrive or SharePoint depending on your form type) and use the file identifier to retrieve the document.

Start the Approval Process

Add the 'Start and wait for an approval' action. Set the Approval type to your preference (e.g., 'Approve/Reject - Everyone must approve'), fill in the approver emails, and map the retrieved file content to the attachment array in the advanced options.

Consult the Community for Advanced Routing

Because sequential approvals and conditional SharePoint filings require advanced logic, post specific requirements in the Microsoft Power Automate Community (powerusers.microsoft.com) to consult with automation specialists.

Build the Forms Approval Flow in Power Automate

File Storage Location: Files uploaded to personal Microsoft Forms are saved in the creator's OneDrive, whereas files uploaded to Group forms are stored in the associated SharePoint document library.

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Frequently Asked Questions

Where do Microsoft Forms file uploads go by default?

Files uploaded to a personal Microsoft Form are automatically saved to a dedicated 'Apps' folder in the form creator's OneDrive for Business. For Group forms, the files are routed to the default document library of the associated SharePoint site.

Can I send form attachments directly in a Power Automate approval email?

Yes, you can attach files to the 'Start and wait for an approval' action. However, you must first extract the file content using the 'Get file content' action from OneDrive or SharePoint, and then map that data to the attachments field in your approval action.

Why is the file content missing when parsing Forms data in Power Automate?

Forms file upload data is returned as a JSON string rather than a direct file object. You must use a 'Parse JSON' action to extract the file metadata (such as the File Name and ID) before you can use the 'Get file content' action to access the actual document.

Can I create automated approval workflows in WPS Office?

WPS Office offers robust document sharing and real-time co-editing capabilities ideal for collaborative reviews. While it does not feature a dedicated flow engine like Power Automate, you can use WPS Forms for structured data collection and share links directly to team members for streamlined feedback.

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