Power Automate setup
Why connect Snapforms to Power Automate?
Microsoft Power Automate (previously Microsoft Flow) is available as part of Office 365 and allows you to connect over 300 data sources to automate your tasks and business processes.
Using the Snapforms + Power Automate integration you can securely and automatically pass your form response data or trigger an action on any of the services available on Microsoft Power Automate and trigger various actions based on your needs.
Some of these include:
- Outlook 365 mail or calendar
- MS teams
- Google Drive
- Local file storage
- Power BI
How to connect Snapforms to Power Automate
1. Before you can use Snapforms with Power Automate you need to have it activated on your Snapforms account. Please contact us to get it activated.
3. Sign in to your Power Automate account and click Data -> Custom connectors in the left sidebar.
4. Then click New custom connector -> Import an OpenAPI file.
5. Enter your preferred connector name which will be used when you need to find triggers and actions related to Snapforms. We suggest you use the name ‘Snapforms‘.
6. Click Import and select the Custom Connector API file that you downloaded in step 2.
7. Click Continue.
8. Upload the Custom Connector logo you saved in step 2.
9. Leave everything else as it is and click Security to move to the next screen.
10. Enter your Client ID and Client secret in the relevant fields. These will have been provided to you when Power Automate was activated on your account (step 1).
11. Copy the Token URL and paste it in the Refresh URL field. The Token URL and Refresh URL should be the same.
12. Leave everything else as it is and click Create connector.
13. It may take a few seconds for the connector to be created. Once done click Custom connectors in the left sidebar to return to the main Custom connectors screen.
14. Next to the Snapforms Custom connection, click the + icon to authorise Power Automate with your Snapforms account.
15. A popup window will appear allowing you to authorise. You may be prompted to log in to Snapforms if you weren’t already logged in.
16. Click Authorize to complete the process.
Once the connection has been set up – you’re ready to start creating flows.
How to use Snapforms in your flows
Triggering an action when your Snapforms form receives a response
The most common scenario when using Snapforms with Power Automate is to trigger an action in another system, when a form response is submitted. Often this involves automatically sending answers from your form response to another system.
1. Click Create in the left sidebar
2. Click Automated flow.
3. Enter a Flow name of your choice.
4. Click Skip.
5. Search for the Snapforms trigger.
6. Select the trigger ‘When a form response is submitted‘ from the list.
7. Select the relevant form from your list of available Snapforms forms.
Add an Action
Now you can add the actions that you wish to take place when a form response is submitted.
Power Automate allows for thousands of different actions across hundreds of systems. You can choose to connect your form data with any of these actions.
This example is a basic action that will give an overview on using the Snapforms trigger and dynamically using form answers within an action.
Example: Send an email containing data from your form response
In this example we want to send an email from Power Automate containing some of the information from our form response.
This example assumes you have already completed steps 1-7 above.
8. Search for ‘Send an email’.
9. Click one of the ‘Send an email‘ actions depending which service you’d like to use. We’re going to use the default Power Automate mail service.
10. Enter a To address, Subject and email Body.
11. Using the Dynamic Content window, you can use answers from your form response within the To, Subject or Body fields.
Note regarding File Uploads:
File Upload fields can contain multiple files in the same field answer. The file upload field will be shown twice in the Dynamic Content field list so you can choose how you want to work with this field in your flows.
The field labelled ‘(Text)’ will output your files or file URLs in text format, separated by a comma.
The field labelled ‘(Do for each)’ will allow you to do a separate Action for each file uploaded to that field.
If you are unsure – please use the ‘(Text)’ version.
13. Click Save to complete the setup.
Each time your form is submitted, you should now receive an email containing the details you set up.
The above email example is a great way to show the basics of using your form fields with other systems in your flow.
Here are some more examples of specific systems you can integrate with:
- Automatically send a copy of form responses to a Sharepoint list
- More coming soon..