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Merge Forms Data into Tasks List

Export and Import Flows

A SharePoint Flows tutorial by Peter Kalmström

Flow iconWhen a department handles several orders, quote requests, survey results or other information that is received via an online form, it is convenient for the handler to have the forms data transferred to one SharePoint task list. 

In the demo below, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to create a flow that sends data from an order form to a SharePoint tasks list. Peter uses a SharePoint form, but a similar flow can of course also be used when you collect information from public websites.

One of the benefits of using a flow like this, is that you don't have to create extra columns for all the different order needs. For example, you don't need to create a column in the task list to contain the computer size. That info is fetched from the form and transferred into the Description of the task that is created.

The purpose of this demo is not only to show how to create the flow but also to describe how to export and import flows and how to merge data from several forms into one list.

Peter has three different forms, and data from all three should be transferred into a tasks list.  The forms need one flow each, but instead of creating three flows, Peter only creates the flow for the first form from scratch. Then he exports the flow, imports the flow package as a new flow and changes the applicable flow details. 

Create a flow that sends data from a SharePoint form to a SharePoint list

  1. At https://flow.microsoft.com/, go into 'My Flows'  and click on 'Create from blank'.
  2. Select the trigger 'SharePoint, When an item is created'.
  3. Select the URL for the SharePoint site that contains the form, or enter the URL as a custom value.
  4. Select the SharePoint list behind the form, or enter its name as a custom value.
  5. Click on 'New step' and then 'New action'.
  6. Select the SharePoint action 'Create item'.
  7. Select the SharePoint site and the tasks list, or enter its name as a custom value.
  8. The tasks list columns will be loaded to the flow, so that you can add text and dynamic content from the form to applicable columns, see the image below. Some columns are left empty here and will be filled out by the person who handles the order. That person probably assigns the task to someone, sets a priority and a due date and eventually marks the task as completed when the order is fulfilled.
  9. Save (and rename) the flow.
  10. Test the Flow by performing the trigger action: Fill out the form and make sure that a new task is created and contains the information specified in step 8.

Export a flow

  1. Under 'My flows' click on the ellipsis at the flow you want to export and select 'Export' and then 'Package (.zip)'.
  2. Give the package a name and click on 'Export'.
  3. Save the package to your computer.

Import a flow and use it as a template for a new flow

  1. Under 'My flows', click on 'Import' in the top right corner.
  2. Upload the flow file you want to import.
  3. Edit the flow and select the Setup option 'Create as new'.
  4.  Give the new flow another name than the original one and save it.
  5. Edit the related resources.
  6. Enter the SharePoint site or keep the suggested one from the original flow and save.
  7. Click on 'Import'.
  8. Now the new flow is created, and you can find it under 'My flows'. It still has all the settings from the original flow, so you should edit the new flow and make any changes needed so that it works as you wish.

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