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Feedback Surveys in Microsoft Teams

Feedback Surveys in Microsoft Teams

I have provided training in a few roles over the years and the feedback mechanism for the organisation has nearly always been a printed form. Printed forms are not the worst method of collecting feedback, but now that so many of us are working from Teams I thought I could improve it for my sessions.

This approach is really intended for internal use in an organisation but I'm thinking it will likely be expanded on.

Why not use MS Forms?

Fair question. I wanted the flexibility to be able to include information on the session and improved flexibility on handling the responses. Plus any time I can interact with users without dragging them away from Teams, I'll take that.

Step one: Create records for the training sessions

We need a simple data source for the session. I opted for a list in SharePoint Online. Trainers can easily add and update the records using the form feature. I have use the person data type so I can pick out attributes for later use.

Step two: Create records for each evaluation

Create a flow that is triggered when a training session record is updated to have status "Complete".

It will create a record on another list for Training Evaluations. It does this by looping through the attendees and adding a record for each. It has columns for each question, which will be different according to your needs. Importantly, we also populate a column with the ID of the training session record so we can link the data.

Step three: Send the survey

I won't delve too deeply into some of this. In fact there are probably lots of posts I'd like to do about adaptive cards.
Another Flow in Power Automate is triggered when an item is created on the Training Evaluation list. It needs to do a few things:

  1. Get the training evaluation item, including the attendee
  2. Get the related training session (Remember we recorded the ID? We will use that here.)
  3. Call the "Post and Adaptive Card to a Teams User and wait for a response" step
  4. Use the response to update the training evaluation record

First, we get the item information.

Then we send the card. I recommend using the adaptive card designer to create the JSON for this. Play around with the format and questions.
If you would like more information on this, let me know. I have also cropped the image here because it is too long.

The user will get the survey in an adaptive card like the following.

The last step is to use the SPO "Update Item" function to record the responses. Use the items from the Adaptive card to populate the columns. If you've got this far then I assume you are OK with this step. If you would like posts related to these simpler steps, let me know.

So that's a pretty high level view of how I approached the problem. This is the first post I have done related to MS Power Automate. If there are any subjects related to this or PowerApps that you'd like me to have a go at, let me know.

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