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Microsoft Flow

Microsoft Flow is a cloud-based service that makes it easy for line-of-business users to build workflows that automate time-consuming business tasks and processes across applications and services. Using Microsoft Flow, you can connect your Cognito Forms to a variety of different services; including OneDrive, Outlook 365, Dropbox, Gmail, and more!

1. Tips

1.1 Key terms

1.2 Notes

2. Creating a flow

3. Templates


Tips

Key terms

  • Flow – A flow is the connection between two applications (ex: Cognito Forms and Google Drive).
  • Trigger – A trigger is the event that starts a flow. For example, if you wanted to create a new subscriber in MailChimp whenever a new form is submitted, the new form entry is the Trigger. Cognito Forms triggers include:
    • Update Entry: Triggers when someone updates an entry (i.e. an entry that is submitted when the status is not Incomplete).
    • New Entry: Triggers when someone creates a new entry.
  • Action – An action is the event a flow performs. Cognito Forms triggers include:
    • Create Entry: Creates a new form entry.
  • Condition – Specify that a flow performs one or more tasks only if a particular condition is true. 

Notes

  • The ability to send file attachments (such as uploaded files and generated documents) through Microsoft Flow is only available to organizations on our Pro, Team, and Enterprise plans
  • You cannot target field list data that is nested inside another list. For example, you cannot target data from a repeating section inside of another repeating section, or a file upload field inside of a repeating section.
  • When targeting an uploaded file on a form with more than one File Upload field, you will need to first specify File as your dynamic content:

Then, you can specify the File Upload field on your form that you want to target:

Creating a flow

To get started, you'll need to sign up for a Microsoft Flow account; or, if you already have an account with Microsoft, you can directly sign in on your tablet, your desktop computer, or even your phone.

Once you sign in, select My flows in the top navigation bar, and then select Create from blank.

Search for Cognito Forms in the services list and then select a trigger.

Next, you'll be prompted to login to your Cognito Forms account and authorize access to your organization.

With your organization now connected, you can select a form.

Next, select New step, followed by Add an action.

You'll be prompted to select a service, an action, and to connect your account. In this case, we're using Google Sheets as our service and Insert row as our action. When you're finished, select Create flow.

In My flows, you can view, edit, and update all of your flows in one place.

If you have any questions or need additional assistance with Microsoft Flow, please refer to their extensive help documentation and video guides.

Templates

Not sure where to start? We offer a variety of pre-built templates to choose from.

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