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How to Create an Employee Photo Submission and Voting Form

WPS Editor Sep 30, 2026 869 views

Question details

The user needs a streamlined way for employees to submit photos and vote on the best one, without having to manually transfer responses between Microsoft Forms and Microsoft Lists.

How to Create an Employee Photo Submission and Voting Form

Product: Microsoft Forms, Power Automate
Device & OS: not provided
Scenario: Setting up an organization-wide photo contest or gallery where submissions are automatically collected and made available for employee voting.
Observed behavior: The current process requires manually moving submission data from Microsoft Forms to Microsoft Lists, creating an inefficient and time-consuming workflow.

Before you start

Ensure you have access to Microsoft Forms, Microsoft Lists, and Power Automate through your organization's Microsoft 365 subscription, and verify that you have permission to create automated cloud flows.

Solution 1Recommended

Automate the Workflow using Power Automate

Connect Microsoft Forms to Microsoft Lists using Power Automate to automatically transfer photo submissions and enable voting.

While Microsoft Forms is excellent for collecting photo submissions, it does not natively support a dynamic voting mechanism on those specific uploaded files. By linking Forms to Lists via Power Automate, you can create a seamless gallery where employees can view entries and cast their votes using the 'Like' feature or a dedicated voting column.

Create the Submission Form

Open Microsoft Forms and build a new form for the contest. Add a 'File Upload' question so employees can submit their photos.

Set up a Microsoft List

Navigate to Microsoft Lists and create a new list. Add columns to store the submitter's name, the photo link, and a 'Vote' or 'Like' column to track employee votes.

Create a Power Automate Flow

Log into Power Automate and create a new automated cloud flow. Set the trigger to 'When a new response is submitted' and select your photo submission form.

Map Form Data to the List

Add a 'Create item' action linked to your newly created Microsoft List. Dynamically map the form's uploaded file metadata (like the image URL and submitter name) to the corresponding List columns.

Enable Gallery View and Share

In Microsoft Lists, format the view as a 'Gallery' so photos display visually. Share the list with your organization so employees can browse the submissions and use the voting column to choose their favorites.

Automate the Workflow using Power Automate

Advanced Customization: Because submission and voting processes often require customized automation, consider posting your specific requirements in the Microsoft Power Platform Community for guidance from Power Automate experts.

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Frequently Asked Questions

Can I create a voting poll directly in Microsoft Forms?

Yes, you can create standard Choice questions for polling in Forms. However, dynamically turning newly submitted employee photos into voting options within the same form is not supported; it requires moving the data to a platform like Microsoft Lists.

Are uploaded files in Microsoft Forms automatically visible to all employees?

No. By default, files uploaded via a personal Microsoft Form are stored in the creator's OneDrive, while group forms store them in SharePoint. You must configure folder permissions to ensure voters can view the photos when reviewing the List.

Does using Power Automate for this workflow require premium licensing?

Connecting Microsoft Forms to standard Microsoft Lists or SharePoint usually falls under standard Microsoft 365 licensing. Premium licenses are only required if you connect to premium data sources or use advanced third-party connectors.

How can I prevent duplicate votes in Microsoft Lists?

You can prevent duplicate votes by adjusting the List permissions so users can only edit specific fields, or by creating a secondary Power Automate flow that logs votes in a restricted list, ensuring each employee's ID is only recorded once.

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