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How to Stop Power Automate from Sending Rejected Form Responses to SharePoint

Steve K Sep 25, 2026 872 views

Question details

The user wants to prevent rejected Microsoft Forms responses from being added as new items to a SharePoint list via a Power Automate flow.

How to Stop Power Automate from Sending Rejected Form Responses to SharePoint

Product: Power Automate, SharePoint
Device & OS: not provided
Scenario: Creating an automated approval workflow that transfers Microsoft Forms data to a SharePoint list upon manager approval.
Observed behavior: The Power Automate flow creates a new item in the SharePoint list regardless of whether the approval request is approved or rejected.

Before you start

Ensure you have edit access to the Power Automate flow and can view its run history to identify exactly which step is executing incorrectly.

Solution 1Recommended

Correct the Approval Condition Logic in Power Automate

Move the SharePoint 'Create item' action into the 'If yes' branch of the approval condition so it only triggers when the request is approved.

When setting up an approval flow, actions placed outside or after the condition branches will run regardless of the approval outcome. To restrict actions based on the decision, they must be nested securely inside the correct outcome branch.

Edit Your Power Automate Flow

Open Microsoft Power Automate, navigate to 'My flows', and click the 'Edit' button on the flow that handles your Microsoft Forms to SharePoint integration.

Locate the Condition Step

Find the 'Condition' action that immediately follows the 'Start and wait for an approval' step. Ensure the condition is configured to test the outcome, for example: 'Outcome is equal to Approve'.

Move the Create Item Action

Drag and drop the SharePoint 'Create item' action into the 'If yes' branch of the condition box. If you cannot drag it, recreate the 'Create item' action inside the 'If yes' branch and delete the old one.

Configure the Rejection Branch

Verify that the 'If no' branch (which handles rejections) does not contain a SharePoint 'Create item' action. You can add a 'Send an email (V2)' action here to notify the submitter of the rejection.

Save and Test

Click 'Save' in the top right corner. Then, click 'Test', submit a new form response, and intentionally reject the approval to confirm that no item is created in SharePoint.

Correct the Approval Condition Logic in Power Automate

Review Run History: If the flow still creates a SharePoint item after rejection, review the flow's Run History to check if the condition evaluated to 'True' by mistake. This usually indicates an issue with the dynamic content used in the condition.

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While Power Automate manages your complex workflows, you need a reliable office suite to analyze and share your exported SharePoint list data. WPS Office is a free, lightweight, and highly compatible alternative to Microsoft Office that easily handles large spreadsheets and reports.

1. Download and Install WPS Office: Visit the official WPS Office website to download the free installer for your operating system.
2. Export Data from SharePoint: In your SharePoint list, use the 'Export to Excel' feature to download your collected form data as an .xlsx or .csv file.
3. Analyze with WPS Spreadsheet: Open the exported file using WPS Spreadsheet to effortlessly format, filter, and analyze your automated data.

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Frequently Asked Questions

Why does my Power Automate condition always evaluate to true even when rejected?

This typically occurs if you are comparing the wrong dynamic content variable. Make sure you are using the 'Outcome' variable from the approval step and exactly matching the text (e.g., 'Approve' or 'Reject').

Can I notify users when their form response is rejected?

Yes. Add an email action, such as 'Send an email (V2)', inside the 'If no' branch of your approval condition to automatically notify the user that their request was denied.

How do I test my flow without submitting a new Microsoft Form?

In the Power Automate flow editor, click 'Test' in the upper right corner, choose 'Automatically', and select a previously successful run trigger. This will re-run the flow using the same form data.

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