NEW FORMS Experience for Microsoft Lists | Full Tutorial
ฝัง
- เผยแพร่เมื่อ 25 มิ.ย. 2024
- This tutorial covers the NEW Forms Experience in Microsoft Lists, within Microsoft 365 (work and school). The new List Forms experience makes it easier to collect and gather information directly into your lists (Microsoft Lists or SharePoint Lists) - saving you time and effort.
With a modern design experience, Lists forms can be created quickly and shared via a link to anyone within your organization. The recipient focuses on filling out the details without seeing your full list. All submitted responses appear immediately as new list items. From there, it’s just like any other item in a list - and get the benefits of formatting, automations, and commenting.
NEW FORMS DESIGNER - Take advantage of the built-in design capabilities to make your forms more relevant, professional, and beautiful. You can choose from several themes, add descriptions and user-friendly questions instead of the default column names - without affecting the list itself.
Collect information like a pro - New Microsoft Lists forms experience
techcommunity.microsoft.com/t...
MS Lists Learning Resources - aka.ms/MSLists
#MicrosoftLists #SharePoint #microsoft365
00:00 Introduction to NEW FORMS experience for Microsoft Lists
00:38 Collect Information with Microsoft Lists
01:57 Options to customize list forms
02:39 Get started with NEW Forms experience in Lists
07:24 Build multiple forms per list
08:07 Restrict multiple submissions of form with column settings
08:43 NEW Forms Experience in SharePoint Lists - วิทยาศาสตร์และเทคโนโลยี
I can't believe the day is here, where we don't have to create a Microsoft Form and connect it to a Flow just to be able to do this. But now we need support for conditional branching, file upload and ability for external users to fill the form :D
Step by step
And the biggest thing everyone wants to do. Cascading drop down support 🙄🙄
@@chriswebbtech a lot of us would be out of a job if cascading drop downs were easy to do lol.
@@mrmozerz cascading drop downs are something that is quite easy to do with Access! If I can do it in Access Forms we should be able to do it with Microsoft Forms and with Microsoft Lists 'Forms'. One of these days AI will allow us just to tell software what to do :-) ... We will just need to learn how to ask the easy questions LOL!
I don't see this option on my lists...but why, I. using MS365
While viewing your video, my 3-year-old child inquired about the person on the screen. I explained that you're my teacher and a wonderfully kind one at that. Thank you, Reza, for your dedication and efforts.
So sweet! Thank You
Thank you, Reza. As using Forms is a frequent start for MS Lists for users, this is certainly a time saver!
Great to hear!
Reza, I recently moved to a new role in my company to help streamline many of our "old school" processes across various departments. Your channel has been infinitely helpful when looking for solutions to their problems. Thank you for your excellent, in-depth and clear videos!
Most welcome
A very significant upgrade on List forms. This can surely handle lots of user needs and not create PowerApp forms. This is really good news. Thanks for this quick video to show us this new feature.
Most welcome
Wow! This feature will come in very handy. Thank you for doing a special release for it.
Most welcome
Reza is always on the pole position! Thank you!
🏁
HOW AWESOME IS THIS! Thanks for sharing this...
Glad you enjoyed it!
This is huge. Thank you.
You're welcome!
Great walk through.
Hey buddy, thanks so much
Look forward for more content such as approval flow for this new list form. That will be helpful!
Check my approvals playlist. A lot has been covered there.
Great news! Thanks for sharing!
Any time!
Wow. Very insightful tutorial as always. I've learned so much from your channel. Thanks for sharing
Glad to hear it!
This is a nice add to have this all pull together w/o requiring the nonsense of Power Automate where just figuring out which question is which can be extremely frustrating for novices. It does bring us back to the pattern where the data structures determine the UX (which can be extremely problematic to make changes to when types change), but I think that risk is offset by the notable reward/simplification in this scenario.
This is good for simple scenarios
Great explanation and easy to follow, thanks Reza.
Glad it was helpful!
Oh that's great. Thank you reza for the video ❤. Yes, maybe it is (still) not as powerfulI as MS Forms but I can see one big advantage by using this new experience. In MS Forms you can't use people picker fields. HERE you can 👏👏
Well said!
How can I use people picker fields in Microsoft Lists 'Forms'? I know how to do it in Access but not Lists Forms!
@@Tgk321the video shows it at 3.54
This Is amazing feature and will change limitations of ms forms... customization to next level 💯 👌
That is the reason I love this channel, always having videos with out off box features.
Thank you Raza 😊
Most welcome!
Thanks Reza. Great Job!
Welcome
Thank you very much Reza, great explanation as always and just when i needed this functionality in lists, its amazing to see it’s implemented!
Glad it was helpful!
@@RezaDorrani quick question Reza is it possible to delete any field created in the form screen?
@@aladris5443 If you delete the column from list, it should remove it from the form
Perfect!!!
Thanks
Thank you Reza. I can't find the feature in my region yet, can't wait to have it
Rolling out!
Thats the great feature 🎉🎉
It’s an easy to use feature
Much awaited feature. Wonderful Video Reza as always- I created a form in my list but not able to copy the link - probably because the form lives in classic site?
Try Modern
As always great explanation! :) Thanks!
Do you know, when new Forms will also support lookup columns?
Most welcome!
Im not aware of ETA for upcoming features
Still wishing for FULL JSON customization of list forms. Thanks for your video and information!
There are various options now.
Reza, my new best friend. Have just started my SP flow automation journey… it should be fun
Thanks! Let’s keep the learning going
We never use space in a SharePoint list name, because of the URL, but the video and the presentation very good (presentation as Reza). Congrat!
The video focus was on Forms and trying to capture the essence of what it can offer within 15 mins
Great video Reza. Do you know if the forms created this way will support the use of the MS form web part in Sharepoint Online?
I believe it does not.
Great video! However, when will Microsoft malke dynamic form fields?(e.g. select option field with dynamic content from sharepoint list or dataverse)
Thanks!
I am not aware of the roadmap
Many thanks! Does it support image?
It does not support Image
Hi Reza!
As always, very helpful content :)
I just hava a few questions:
- Do you know if Microsoft plans to also enable the option to add attachments?
- Some of the columns have the option to add Validations, which I think is great. But I have struggle a bit with list objects that does not gets created when u have to complex validations on different columns. Anything you have experienced?
- I belive that many of us think that this may be the end of Microsoft Forms...What do you think?
Yet again, thanks for great content! :)
Regards Alexander
Most welcome!
1 - I am not aware of what the plans are.
Hopefully they do support more column types. One thing I know is the team is looking at these comments. So hopefully they take this one up.
2 - Clearing data once entered should be allowed. Plz note it’s only a new form experience.
3 - MSFT forms has options for anonymous users and great for lightweight scenarios. Forms is not going anywhere.
Wow! cool one.
Thank you, Raza. Our Office 365 list still does not have the Forms button.
Are there any settings that should enable for this to appear.?
Thanks!
The feature is currently in process of rolling out to all tenants.
Perfect as usual Reza. Could you pls send link - how to change header/body via json ? thx
Thanks!
Check playlist on my channel on SharePoint list formatting
I have literally spent the last 2 weeks watching videos from you, setting up a PowerApps App to collect information into a Lists, then automating it to sending out emails. And suddenly when I launched the app internally - this feature gets released! Microsoft is monitoring me, I'm sure of it...! Thanks for the great video Reza! MVP as always. I don't see the feature available for me however..? Does it need to be initiated?
Thank You so much for watching and learning from my videos.
The Forms feature is currently rolling out to all tenants.
I appreciate your channel and all the great work that you do! I especially like this one ... because now I don't have to export my Forms data into Excel and then import my Excel data into Microsoft Lists! I have a question for you if I may :-)
I have a Microsoft List that captures lots of different information about Events. Title, Facilitator, Topic, and Location.
I have a Microsoft List that captures lots of different information for Location. Building Name, Room Number, Address, City, Postal Code.
Can I create a Form that will be used to enter data in the Events List with a little different requirement? I can do it in Access and with SQL but don't know how to do it with Forms. I want one of the data entry fields in my Events Form to get all the information from the Location List using a drop-down or "look-up" question. I can't seem to make it work. Can I do this or do I have to have all of the fields in the 'Location' list in the Form for the Events List.
Perhaps I am asking the question wrong ... but hopefully you might put together a five minute answer and add it to your videos here!
Keep up the great work and thank you "in advance"!
Thank You!
Your scenario requires a lookup column which the new Forms experience does not support.
Hello Reza! thanks for your explanation. Is there a way to add the Attachments field in the new experience?
Currently, attachments is not supported
Excellent explanation! Is it possible to edit an existing entry using this form version?
Currently, editing an existing item is not an option with new Forms feature
This would be so useful if we had all the features of Ms forms especially branching. Hopefully they include that soon
This is version 1. Let's wait for future iterations. A lot more to come.
Hi Rezza, Thanks for covering this. Any way to establish "one-to-many" relationships with these new list forms? Is that even possible with these new list forms? Trying to figure out if there's an OOB way with these new forms :)
Currently not an option
Thanks Reza, am playing with this now...Is Image upload in the pipeline?
Not sure if Image is in the pipeline
This is great! However, we need to be able to attach documents. Do you know if that will be coming soon? It would also be nice to have more than 1 column, and change font characteristics.
I am not aware of what is planned or timeline of next release.
But I hope attachments, lookups and more will come in future.
I just saw this new feature a few days ago. it makes sense that Microsoft brought it because we were using Microsoft Forms + Power Automate, while now we can just create a form directly from the List. However, it still doesn't have a branching option like Forms and no way to attach documents.
Step by step.
This is exactly what I was looking for but I do not see the "Form" icon at the top :(
Feature is currently rolling out
I don't see it either, and I have the exact application for that 😞
@@vidalrick75 Wait a few more days
@@RezaDorrani thanks Reza, I appreciate all your videos and knowledge sharing!
Hi, can you do a video on modern table control, can you confirm if there is row click functionality enabled like classic table control...I could see a new column Navigate - go to record in the last of new table control..
th-cam.com/video/I-b0_KK4ur8/w-d-xo.htmlsi=395x7mJaS7vdi1sd
Thanks Reza! Do you know where on the backend these forms are saved? Is it in the Default environment? I don’t see this feature available yet in my dev tenant. Thanks!
These are not power apps forms so definitely not stored in default environment. Im assuming their definitions would be stored somewhere in the list itself.
Feature is currently rolling out
Thanks Reza! I didn't want more of those pesky immobile SharePoint forms clogging up the default environment!@@RezaDorrani
Any limited function by region. My list does not have Forms icon/function.
The Forms feature is currently rolling out to all tenants.
Hi Reza, Thank you for the tutorial. Can I please check if there is a way to update the existing data in ms list via forms. I am trying to use the forms as front end to the data and not give access to ms list.
Currently, it only supports adding new data
Thank you Reza, 😊 it possible to edit after submitted data?
Out of the box - No
You would need to write additional logic (via flow) to explicitly share the item with created by user.
@@RezaDorrani Thanks you, like call flow SharePoint API share item can edit?
@@somjadek Yes. And to edit then you would need to share item link with user and at that point it would be SP form. Not worth it to be honest as its a custom solution.
@@RezaDorrani I see, thanks again Reza
Would be good to know if you can use the alternative form styles to manage approvals, i.e. Leave Requests, a form for an employee to complete, a form for managers to complete (approve/decline) and then it all sits in one place, would be great for HR.
I would rather user inbuilt list approvals feature for that
Thanks for the video, currently I have a list with a customised form for the users to enter their data but the approver needs access to different fields, can I create a form this way just for the approver to use? (This new form functionality doesn't yet exist in our tenant). I can't see a way to access the customised form via powerapps and the default form for the list. This new functionality could solve that.
Currently the form only accepts new items. You can create a form specific to approvers.
This is brilliant! So the user doesnt need to have access to the SharePoint list for them to fill in the form?
No access needed
@@RezaDorrani Mind. Blown.
Don't suppose you know when we can expect this release?!? 😅
@@michaelcollett7284 Its currently rolling out to all tenants. Hopefully you get it soon.
Thank you Reza for informing about this upcoming feature. As a dev I have so many questions.
1. Can this be done with a customized power apps forms?
2. Are we going away from Microsoft forms.
3. How can a user look at a item which he has submitted.
Another question with the new list experience is, can we disable the model pop up form, because if i have configured a layout, it does not work seamlessly.
Thank you.
1 - Yes
2 - No
3 - for that use SharePoint list forms or power apps forms
Thanks for this Video, I have a question, that I wish to allow the end users of my company to upload an attachment in this new Form. somehow I am not able to see any options to do that. Is it not available or am I missing something?
Currently, uploading attachments is not an option
Thanks Reda
Why list form not support validation list fields?
I am not aware about the why. Documentation calls out the limitations.
Reza, I had a question for this list form. When I created power automate flow based on this list form, which trigger action should be chosen, Sharepoint list item or form response ?
Trigger would be when new item is created in sharepoint list
@@RezaDorrani Well noted. Appreciate for your quick response!
Hi Reza. Thank yo once again. I don;t see Forms in my tenant, is this based on roll-out?
Hivemind, I read below. Thanks.
Yes - rolling out
hi rezza. thanks for the video, it looks i dont have that additional option "Forms" as you mentioned @2:40. how to enable it?
It’s currently rolling out. Wait a few weeks.
@@RezaDorranioh i see, thank you rezza 👍
would be nice if they have a barcode scanner for the asset management SP list
You can try using power apps for that
I have one question if you allow me, can we use power automate for filtering picture directly for example, I have a picture file (A) when I upload it can we filter it by using the name of picture directly and copy or send it to file (B)?
I am not sure about this.
I recommend posting your query on forums in case someone has done something similar powerusers.microsoft.com
Great one. One thing I noticed, all SP lists opening in Lists(?env=WebViewList), do not giving me the "FORM" option. For Some of them "FORM" is there & for some, it's not. Is there any reason behind it? Can you please explain Reza.
Feature is currently rolling out to all tenants. Not sure why you are getting it in some.
Do you know when this feature will be made available?
Currently rolling out to all tenants as per the blog post linked in video description
Can you have lookup fields from other lists?
No
is the premium plan free? also would like to know if it has some of the functionality like ms project. e.g. dependency types F2S, S2S etc, with lag, also would like to know if i can see over- allocation like the red man in ms project, rates for budgeting, tracking gantt for actuals etc... otherwise this is just a task management tool for scheduling only and not for project management...
Premium plan is not free and is same as ms project
What do you do if you do not have that forms menu item. I see export, i see automate but no forms inbetween. Does it needs to be activated before you have that functionality?
Its currently rolling out to all tenants. All we have to do is wait.
Can it still do json formatting for conditional show/hide columns?
No.
For that you would need to use standard list formatting.
Its an amazing addition. Its a bit disappointing to see the LookUp field type is not supported. I want to allow user to submit modification (only certain fields) of existing list item through a form. However without lookup filed it would be hard to match the item. @Reza or any one know of any workaround?
I am not aware of any workaround
@@RezaDorrani thanks for your reply. How about if I use Power Automate to read the unique values of the lookup field and create a choice column and use that instead? I think there is an way to dynamically add new choice values. So in theory I can use Power Automate to insert any new choice values when a new item is inserted to list. Do you that would work?
@@datique I have not tried it so not sure
@@RezaDorrani, thanks for your reply. For anyone having the same requirement, I have tested it and it works great.
Is multilingual option available or in the pipeline for this.
Not at the moment
Thank you for this video! So, can you create multiple forms for one list? I see this as a cheap man's approval process. If I have a list of items that need 2 dept approvals, I can send legal a link to the form to approve with Legal Approval dropdown and Legal Comments columns, another form to send to Finance with Finance Approval Dropdown and Finance Comments columns, and so forth...
Yes you can
I think I answered my own question. Is this for new items only? When you open an item from the list, does it open on the right hand pane or in new lists experience?
@@jherschel This is not the actual list form. This opens as a full page experience only once a user opens form via link shared
Hi Reza, Hope your doing well!!
The SharePoint list I was using has now been converted to a Microsoft list, and it had been customized using PowerApps. However, in the Microsoft list, the form now opens in a smaller popup compared to my original form. This results in some columns being hidden due to the limited height of the popup. Is there a solution available to adjust the height of the new form popup in the Microsoft list?
I am not aware of a solution for that
When is this rolling out? Still can't see Forms button in my List.
Documentation states currently rolling out
Just got to play with this new feature. Works just as I would like to have it, however it doesn't allow me to select a "Look up" column as a field in the form, it is not even made available to be selected. 😥
Lookup columns are currently not supported
can we edit existing items through forms?
No
Hello Reza! I have Microsoft 365 for enterprise through my employer, but I don't see the forms option in Microsoft List. Is this a beta test feature?
Its currently rolling out to all tenants. Customers in first release will get it sooner.
Hello everyone, I have another question, with the implementation of the Forms in SharePoint, the interface of input form became too small & narrow in the screen. What JSON code can be added to make input form to fill the full screen and data fields are placed horizontally (instead of everything vertical)?
This feature is limited in terms of styling. If you need JSON formatting, then best to use standard JSON formatting for SharePoint lists.
Is it possible using the list forms to have - for example - participant as unique value but several forms - I.e on to gather required training and another form gathering training already completed - which if participants is already in list of combines/adds the other form response to that row? (Hope that makes sense)
I did not understand the question
@@RezaDorrani sorry I will try again. I want to have 2 forms - but have both responses linked by the person field to 1 record. Even if competed at different times. Does that clarify it at all
@@sandyspringer55 No - it would be multiple records
I notice you mention more than once that the user "is in your organisation" so is such a form accessible to an external Guest user in an MS Team hosting the underlying List?
Currently it is for internal users only as per documentation
@@RezaDorrani does the same apply to an MS Lists without the form front end?
@@primaveranz No
Can you use the form as a web part so it can be added to a SharePoint site page
I don’t think that’s an option
May I know how to set the form for file upload, thanks a lot!
It does not support that feature
Can we edit this from using id?
No
Hi Reza, in out MS List we don't have this option yet. Any recommendation about how to enable it? Thanks in advance :)
Its currently rolling out. Only option is to wait.
@@RezaDorrani Thanks Reza!
Can we add attachment column to the form?
Currently No
Is it possible to put site pages to a list and create a power app out of the list.
I have a site for glossary, all the individual glossary term is created as a stand alone site pages. I would like to put them on a list for user to select, and search, sort, filter...
I’m not sure if thats an option
@@RezaDorrani ok. thanks
Given that it's a SharePoint list, what permissions need to be granted on that list? I assume everyone would need to have Contribute access. Wouldn't that mean anyone can access the list directly? Can you turn on item-level permissions on the list? Is the list searchable by Microsoft Search and can you turn that off?
So many questions...
Thats the magic. No access is needed to be granted on list. User can only fill the form.
Thanks@@RezaDorraniWhen it hits our tenancy I'll have a play with it.
Is this feature already rolled out globally? I still do not see the Forms tab on top for integration in my tenant(India)
Currently in process of rolling out to all tenants
Is lookup column supported?
Currently, No
Hi Reza. Can these forms be setup to accept anyones responses and not just from my organization? Can These forms be embedded In a webpage?
These forms are internal to organization only.
For anonymous forms - use Microsoft Forms.
Forms cannot be embedded in a webpage (at least as per the documentation)
@@RezaDorrani I've seen Microsoft Forms but it has that annoying huge Microsoft disclaimer popping up under the form that is not friendly to webpage and it doesn't look up to design standards. Thank you!
@@KokkeOP Ok
Still waiting for a feature so I can build a truly dynamic form. A god form. Select a specific form from a list, and have dynamic fields load. I could build something truly complicated in dataverse, with visibility expressions and model the entire thing, maybe even make a custom pcf control but it would really enable me to make a great help desk ticketing app.
These forms are for simple scenarios
Maybe not directly related but do you enjoy the new edit focus popup instead of the older span from the left when editing in lists. I feel it is a major downgrade as its small.
Not something I have dwelled much on but did not feel like a downgrade to me
@@RezaDorrani - My lists went from being able to have 4 columns of data per row to 2 maximum and if I increase the screen size as I have an Ultrawide monitor is pushes to just one column. I use sections with JSON formatting to get the multiple columns per row it was just much more usable in the past but now is much more limited. Maybe you don't use lists with many fields as I do.
@@RyanGaroogian Json formatting is completely different.
If I create a Form from MS List, Is it also created on Ms Form?
No
could this be shared with external users
Only internal users
Hello everyone, question here:. how can submitters be able to edit/update their first response? example use case: there has been a progress or change of input data, user need to update the database. Appreciate for your inputs please.
Currently, this feature only supports new forms
can i hide that forms options in Sharepoint list toolbar?
I am not aware if there is an option to do that
why the attachment field is not available in sharepoint list new forms experiences
Because it is not a supported field for this feature. Check documentation for list of supported fields.
How to leverage forms in List created under SharePoint?
If its not showing up, then its probably because its not yet available in your tenant
Hi Rezza, how comei don't see the new form button in my list?
Currently rolling out to all tenants
How to hide “Forms” command on SharePoint list? I need a key name for JSON commandBarProps formatting.
I am not aware of this
It's a shame there doesn't seem to be any form of branching of questions (I understand that is within Ms Forms, but that is not perfect either).
I can see some benefits of this over Ms Forms, as quite a number of users will use a Flow to populate a list, so that will remove the need of that.
Either way, thanks for the demo, much appreciated 😊
Step by step. Best is to give feedback - techcommunity.microsoft.com/t5/microsoft-sharepoint-blog/collect-information-like-a-pro-new-microsoft-lists-forms/ba-p/4086659
Can't we share that form outside my tenant?
No, for that use Microsoft Forms
Correct me if I'm wrong, but the new Forms experience doesn't support Lookup columns 😑
Currently it does not. Its called out in documentation
Hello, but it is not possible to add attachments, Correct ?
Currently, No