Which SharePoint form are you using?

Welcome to our in-depth guide on leveraging SharePoint forms, Microsoft List, and Power Apps to enhance your data management processes. In our latest video, we dive into these tools, exploring their features, benefits, and limitations. Whether you're new to SharePoint or a seasoned user, this guide will provide you with valuable insights to optimize your workflows.

If you want to see all of the tools in action this check out this video on Getting SharePoint Data? Use the right tool!

SharePoint Or Microsoft Lists default form

The Built in Experience When you create a SharePoint list whether through the SharePoint or Microsoft Lists experience, there is automatically an included experience to Create, Edit, and View your SharePoint data.

With that default form you can make some tweaks by using JSON. It let's you make them look a little different but doesn't really change their functionality. Still, sometimes that is all you need and if so cool. It has literally worked for millions of people over the last 20 years.

SharePoint default form after you click Configure Layout in the top right corner

Understanding SharePoint Forms

The New SharePoint Forms Button Recently, Microsoft introduced a new forms button in SharePoint, aimed at simplifying data collection. This feature is perfect for quickly setting up forms without needing extensive technical knowledge. However, while it's user-friendly, it comes with some limitations, such as lack of advanced customization and branching logic.

Also, keep in mind these forms only work when you send someone the link. They don't change the default SharePoint experience. You cannot change the look and feel much but collecting data simply is where they shine.

Use Cases and Limitations

• Quick Data Entry: Ideal for simple data collection scenarios.

• Security Considerations: Allows data entry without requiring users to have access to the entire list, which can be useful in controlled data collection environments.

The interface for adding a new Form and the button to open it is circled in yellow

Leveraging Microsoft Forms for Data Collection

Introduction to Microsoft Forms Microsoft Forms is a versatile tool within the Microsoft 365 suite, designed for creating surveys, quizzes, and forms. Unlike the other tools discussed, Microsoft Forms is not directly tied to SharePoint, but it offers a flexible and easy-to-use interface for collecting data from both internal and external sources.

Features and Integration

• User-Friendly Interface: Microsoft Forms provides a straightforward setup, allowing you to quickly create forms with various question types, including multiple choice, text, and more.

• External Access: One of the standout features of Microsoft Forms is its ability to collect data from external users, making it ideal for public surveys or feedback forms.

• Data Storage: Data collected through Microsoft Forms is stored in an Excel file, which can then be integrated into other tools or systems using Power Automate.

Limitations and Considerations

• No Direct SharePoint Integration: While Microsoft Forms is excellent for collecting data, it does not natively integrate with SharePoint lists. This means that additional steps, such as using Power Automate, are needed to transfer the data into SharePoint.

• Customization Limits: While it offers basic customization, Microsoft Forms does not provide the same level of control and customization as Power Apps.

A screenshot of a Microsoft Form setup page, showcasing different question types and customization options.

Advanced Customization with Power Apps

Power Apps Integration Power Apps is the go-to tool for creating highly customized forms and applications that interact with SharePoint data. It provides extensive capabilities, allowing users to create complex, multi-step workflows and custom interfaces.

With Power Apps there are two ways to use it here.

• First, you can use it to make SharePoint better by replacing the SharePoint default form. This will replace that default SharePoint form with one you build in Power Apps. Making the SharePoint Browser experience better.

• Second, you can build a complete standalone custom app, and have it save data directly to SharePoint. This works great in those complex business scenarios. One of our specialties here at PowerApps911.

Pros and Cons

• Customization: Power Apps offers unparalleled customization, from simple color changes to complex data manipulation and workflow automation.

• Security Requirements: Requires proper permissions for users, making it less accessible for broader, anonymous data collection.

A screenshot of a Power Apps customized form replacing the default SharePoint form

Choosing the Right Tool

Choosing the right tool depends on your specific needs:

• For simple data collection: The new SharePoint forms are quick and easy to set up.

• For a more user-friendly interface: Microsoft List offers a clean and straightforward experience.

• For a flexible experience you can use anywhere: Microsoft Forms allow a host of security options, including anonymous but do require you to build a Power Automate flow to get data into SharePoint.

• For advanced customization: Power Apps is the best choice, providing a comprehensive suite of tools for building sophisticated applications.

Comparison Table

To help you choose the right tool, we created a table comparing the options:

Conclusion

Our goal at PowerApps911 is to help you navigate the complexities of Microsoft 365 and the Power Platform. If you have any questions about these tools or need assistance with other Power Platform or Microsoft 365 solutions, we're here to help. Just scroll down and fill out the contact form, and one of our experts will be in touch!