We’re excited to share our way to automate & integrate the process of getting fast feedback from customer surveys.
We set up a customer survey in Microsoft Forms Pro (or it might be called Customer Voice now – things change very quickly in this arena!) to collect feedback from our customers. There are several admin users who needs to have access to the survey responses but each individual user should have no access to edit the customer survey itself. With that said, the requirement was to create a dedicated Sharepoint site to record the survey results & give everyone access to the Sharepoint site. While executing this task using the default flow provided by Power Automate, we ran into a problem where the default flow does not provide access to the Personalized Data of the survey responses.
Now, Power Automate provides a variety of default flows from which you can build on – this is part of the excitement of the platform. However, in this particular cases, our requirements go beyond the generic workflow.
In addition to the “responses data”, every Forms responses also carry a list of information called “Personalized Data.” This list of information is especially important if you had configured the customer survey with additional variables – which will flow into the “Personalized Data” list, not the “Responses List”.
What’s the difference between the Responses Data and the Personalized Data? Why are they different?
The responses data stores answers to questions asked by the customer survey.
The “Personalized Data” carries any information that do not directly come from the answers to the questions in the form. These fields are set up as “Survey Variables” instead of Questions. Of course, there can be many different reasons and uses for this list of “Personalized Data” depending on your needs. When you use the Customer Survey in connection with another external system (in this case, it is our client’s proprietary Software), chances are you will have a list of information that needs to be referenced later. These information are either not available to the respondent of the survey, or it might be too much trouble for the respondent to retrieve, or it might simply be proprietary information that internal uses only. Whatever the reason is, the Survey Variables turned Personalized Data is a very useful feature when it comes to setting up a customer survey in Forms Pro.
Our Goal is to not only record the responses data into Sharepoint, but also the Personalized Data.
Why wouldn’t the default flow work?
The Solution: Common Data Services Flow + JSON Parser
Next, we need to retrieve the information from the survey response. Add a new action after the trigger, choose Common Data Services as well. Even though there are actions pre-configuered for Forms Pro / Customer Survey, we still need the Common Data Services module here in order to retrieve the Personalized Data we are interested in here.
Congratulations! This flow is completed. At this point, becuase the Personalized Data fields are already parsed and ready to be used, you can configure more steps such as email notifications, Excel for Business actions, etc and include these extra data fields as you see fit.
This is what the high level steps of my flow looks like.