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How to Track Microsoft Forms Requests Using Power Apps

Khadija Khan Oct 12, 2026 868 views

Question details

The user needs a method to track requests submitted via Microsoft Forms, including task management, private internal fields, and automated status updates to the original requester.

How to Track Microsoft Forms Requests Using Power Apps

Product: Microsoft Forms, Power Apps
Device & OS: not provided
Scenario: Building a custom request fulfillment and task tracking system based on initial form submissions from users.
Observed behavior: Microsoft Forms successfully collects request data but lacks built-in interactive fulfillment tracking, internal task assignment capabilities, and automatic status updates for requesters.

Before you start

Ensure you have the appropriate Microsoft 365 licenses active for your account, including access to SharePoint Online, Power Automate, and Power Apps for custom application creation.

Solution 1Recommended

Build a Power Apps Tracking System with SharePoint and Power Automate

By routing your form responses to a SharePoint list, you can use Power Apps to build a custom interactive tracking interface and Power Automate to handle email notifications.

Because Microsoft Forms is strictly a data collection tool, it cannot manage workflow states. The best practice is to decouple the data entry (Forms) from the data management (SharePoint and Power Apps).

Create a SharePoint Online List

Set up a new SharePoint list with columns that match your Microsoft Forms questions. Add additional internal tracking columns such as 'Status', 'Assigned To', and 'Internal Notes'.

Set up a Power Automate Flow

Go to Power Automate and create a new automated cloud flow triggered by 'When a new response is submitted' in Microsoft Forms. Use the 'Create item' action to automatically push the form data into your new SharePoint list.

Build the Power Apps Interface

Navigate to your SharePoint list, click the 'Integrate' menu at the top, select 'Power Apps', and choose 'Create an app'. Power Apps will automatically generate a multi-screen application based on your list data.

Customize the App for Tracking

Open the generated app in Power Apps Studio. Edit the forms within the app so that your internal team can view the submitted data and update the 'Status' or 'Assigned To' fields that are hidden from the initial requester.

Automate Status Notifications

Create a second Power Automate flow triggered by 'When an item is created or modified' in SharePoint. Add a condition to check if the 'Status' column has changed (e.g., to 'Completed'), and use the 'Send an email' action to update the requester.

Build a Power Apps Tracking System with SharePoint and Power Automate

Licensing Requirement: Standard tracking using standard SharePoint connectors is usually included in business Microsoft 365 plans. If you require premium connectors (like SQL Server or Dataverse), additional Power Apps licensing will be required.

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Frequently Asked Questions

Can Microsoft Forms track request statuses natively?

No, Microsoft Forms is designed exclusively for data collection. It does not contain native workflow features for interactive fulfillment tracking, task assignment, or automated status updates.

Do I need a premium license to use Power Apps with SharePoint?

Standard Microsoft 365 enterprise and business licenses usually cover Power Apps and Power Automate usage when connecting to standard Microsoft ecosystem connectors, such as SharePoint lists. Premium data sources will require premium licensing.

How do I notify the requester when their request is complete?

You can achieve this by creating a Power Automate flow that triggers when a SharePoint list item is modified. Add a condition to check if the status field equals 'Complete', and if true, execute a 'Send an email' action targeting the requester's email address.

Can I hide internal tracking fields from the person submitting the form?

Yes. By using Microsoft Forms strictly for the initial intake, the submitter only sees the questions you ask. Your team can then use Power Apps and SharePoint to view the submitted data alongside private internal fields like approval status and internal notes.

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