Merge Forms Data into a Tasks List

A SharePoint Workflows tutorial by Peter Kalmström

SharePoint Designer 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 Business Solutions, shows how to create three workflows that send data from three order forms on a SharePoint site to a SharePoint tasks list.

One of the benefits of using workflows 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 contains the Computer Size. That info is fetched from the form and transferred into the Description of the task that is created.

Peter has three different forms, and data from all three should be transferred into a tasks list. The forms need one workflow each, but instead of creating three workflows, Peter only creates the workflow for the first form from scratch. Then he creates the other two by copy and paste and just changes the details so that they fit the other two forms.

Workflows that sends data from a SharePoint form to a SharePoint list

We recommend that you test the first workflow before you start copying and creating the two others.
  1. Create a 2013 list workflow for the first form/list.
  2. Go to the end of the workflow.
  3. Add the Action 'Create List Item'. Select the Tasks list.
  4. Among the fields that are loaded, select Title and click on Modify.
  5. Click on the ellipsis at To this value to build a string: Type New and add a lookup for Type of Computer. Type for and add a lookup for User. Return the field as Display Name.
  6. Click on Add and select the Description column. Build a string: type User and add two lookups for User, one with the return field Display Name and one with the return field Email Address. Write Type of computer and add a lookup for Type of Computer. Type Comment and add a lookup for Comment.
  7. Set the workflow to start automatically when an item is created.
  8. Check, publish and test the workflow.
  9. Create a 2013 list workflow for the next form/list.
  10. Go to the end of the workflow.
  11. Open the tab for the earlier workflow and copy the action. Paste it in the workflow.
  12. Click on Tasks and modify the title and description so that they contain dynamic content from the second list instead.
  13. Create a new workflow for the third form, copy the action from the first workflow again and change the parameters.
  14. Check, publish and test the workflows.

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