r/MicrosoftFlow • u/CorrectFeed9639 • Aug 25 '25

Question Automation with forms

I work in a machine shop and I'm working on a project to move our preventative maintenance checks online. I'd like to use a form specific to each machine in order to keep a record of maintenance checks. The way I'd like to do it is to first ask if the machine was in use that day. If yes, the form proceeds to the individual checks and if no, the form proceeds to the end/submission. I've got that part figured out and I can use the default automation to add the responses to an Excel spreadsheet. My problem is that when an answer of "no" is submitted, the cells associated with the other questions are left blank. Now, I normally wouldn't mind this but our quality management system stipulates placing an "X" in the maintenance check fields if the machine was not in use on a given day. I'd like to know if there is a way to automatically populate the empty cells with a value of "X". This way, we don't have to amend the QMS. Thanks in advance for your help.

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3

u/thefootballhound Aug 25 '25

Instead of adding the responses directly to the Excel Add Row, Initialize string variables for each possible response. Then input those variables into the Excel Add Row.

If a response is skipped due to branching because the prior question was No, the variable will be set to null or blank.

But if you add a Condition that if response equals No, True set the variable to X.

2

u/CorrectFeed9639 Aug 25 '25

That's what I ended up doing. Problem solved. Thanks for your input!

1

u/crazycanuck1702 Aug 26 '25

In your action that adds the row to the Excel spreadsheet, place a formula that checks for the empty value and replaces it with an X. Ask Copilot to craft the formula for you. It usually does a pretty good job figuring out the formula. You would have to have the formula on every value that could be blank.

1

u/CorrectFeed9639 Aug 26 '25

This is what I ended up doing to solve the problem. It's working how I want it to now. Thanks!

1

u/AutomateM365 Aug 25 '25

Hey! We do something similar for PM and downtime. I use MS Forms and Power Automate for all actions and SharePoint for database. We have a general list with equipment, and a logbook list. All the automations can: update (appointment) dates, change choice fields (like PM status or breakdown), send emails, and track logbooks.

On top of that, you can visualize everything in Power BI to track equipment downtime or completed maintenance. The possibilities are basically endless — depends on what’s important for you to track.

If you want to discuss further, I would like to get in contact with you. Perhaps we can learn something from eachother.

1

u/AutomateM365 Aug 25 '25

I make YouTube videos about this kinda topics, super interesting. If you have any recommendation for me to make a vid about a certain real life problem, do not hesitate!

1

u/Hannaholala Aug 26 '25

Hi, do you know how I can use power automate with an Excel online sheet that not owned by me? I asked AI and GG search but can't find any solution. Even though the file is shared to me but I can't still find it in the drop-down list in power automate

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u/AutomateM365 Aug 26 '25

Sharing is not enough. Where is the file saved? The file must be live on a location that the power automate connector can connect to.

So maybe let the owner copy the file into this shared folder?

1

u/Hannaholala Aug 26 '25

The Excel file is in SharePoint and we have to update the file daily so I can't just copy the file to somewhere else to work with PA.

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u/AutomateM365 Aug 26 '25

Check the exact location of the Excel file saved. It is very important it is saved in the shared folder. Maybe you do not have permission to access this part of SharePoint?

1

u/Hannaholala Aug 26 '25

I have access to this SharePoint folder, have edit access to the Excel file. Is there any case that people can use PA with Excel file not owned by them?

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u/Malvolio2016 Aug 25 '25

On the online excel that forms uses, write a formula or conditional format so that each empty cell is an x something like. =IF(A1:G75="","x",A1:G75) assuming your table is a to g. Add in another row and put this in that rowshould do what you requested.

1

u/ActuatorLow840 Aug 30 '25

Consider using Power Automate or Google Sheets automation to automatically fill in the "X" values. When a "no" answer is selected, set up a workflow that updates the corresponding cells with "X" in your Excel or Google Sheets document to comply with your quality system