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How to Fix Shared Microsoft Form Cannot Be Found in Power Automate

Anum Mushtaq Oct 21, 2026 868 views

Question details

The user is unable to locate or select a shared Microsoft Form when setting up a workflow in Power Automate.

How to Fix Shared Microsoft Form Cannot Be Found in Power Automate

Product: Power Automate
Device & OS: not provided
Scenario: Setting up a Power Automate flow that triggers from or interacts with a Microsoft Form shared by another user, potentially involving Power BI integration.
Observed behavior: The shared Microsoft Form does not appear in the Power Automate dropdown list, or the flow fails because it cannot find the form using the provided identifier.

Before you start

Ensure you are signed into both Power Automate and Microsoft Forms using the same organizational account, and verify that the form owner has granted you proper access.

Solution 1Recommended

Use the Correct Form Identifier as a Custom Value

Standard dropdown menus in Power Automate often only display forms you created. For shared forms, you must manually paste the exact Form ID.

A common mistake is copying the wrong part of the URL when trying to identify the form. Copying generic parameters instead of the actual unique identifier string will cause the flow to fail.

Open the shared form

Open the shared Microsoft Form in your web browser using the collaboration link provided by the owner.

Copy the Form ID

Examine the URL in your browser's address bar. Carefully highlight and copy the unique form identifier string. Ensure you copy the entire correct string, rather than just a simple value following an 'ID=' tag if the URL structure varies.

Select custom value in Power Automate

Navigate back to your Power Automate flow. Click on the 'Form Id' field in your trigger or action, scroll to the very bottom of the dropdown list, and select 'Enter custom value'.

Paste the identifier

Paste the copied Form ID directly into the field and save your flow.

Use the Correct Form Identifier as a Custom Value

Tip: If you are unsure of the correct ID, ask the form creator to verify the unique identifier from their own form settings.

Solution 2

Verify Co-authoring Permissions

Power Automate requires adequate permissions to access the form's backend data. Simple respondent access is not enough.

Solution 3

Seek Community Support for Power BI Integrations

If your workflow involves complex data routing between Microsoft Forms, Power Automate, and Power BI, specialized support may be required.

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Frequently Asked Questions

Why does Power Automate say my form ID is invalid?

This usually happens when the wrong portion of the form URL is copied. Ensure you are copying the exact form identifier string and pasting it as a custom value, rather than just standard URL parameters or partial text.

Can I use a Microsoft Form shared with me in a flow?

Yes, but standard dropdown menus in Power Automate typically only display forms you created. For shared forms, you must scroll to the bottom of the Form Id list, select 'Enter custom value', and manually paste the Form ID.

What permissions are needed to use a shared form in Power Automate?

You need collaboration or co-authoring rights. If a form is only shared with you to collect your response, you will not be able to use it as a trigger or action in Power Automate. The form owner must share it with you as a collaborator.

How do I fix Power BI integration issues with my form flow?

Ensure your Power Automate dataset connections to Power BI are properly authenticated. If the form data isn't pushing to Power BI correctly, consulting the Microsoft Power BI Community forums with your specific scenario is highly recommended.

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