How to Collect Vendor Documents via Form When Microsoft Forms File Upload Is Restricted for External Users?

Help Community
,
1

We are working on a vendor onboarding process, where vendors are required to fill out a form and submit relevant details along with supporting documents (e.g., PAN, GST, MSME certificates).

However, we found that Microsoft Forms does not allow the File Upload option for users outside the organization. Since many vendors are external to our domain, this becomes a limitation.

Could anyone please suggest:

  • A workaround or setting in Microsoft Forms that allows external users to upload files?
  • Or any other reliable and secure alternative form tool that supports file uploads from external users?

Any recommendations would be greatly appreciated.

2

@Mayur_N,

You can leverage UiPath Apps with public apps. Design a app with a form and publish it as public so it will be accessible to anyone with link. Get that uploaded file into storage bucket and proceed it further.

3

Hi @ashokkarale ,

But we are using enterprise account, So enterprise account doesn’t provide public apps option.

4

@Mayur_N

Enterprise acciunt does have public apps but you need to buy app units for that

Cheerd

5

I understand, but is there any alternative tool or any option to do this without using UiPath Apps and Google Forms?

6

@Mayur_N

As microsoft does not natively support

  1. You can ask the users to share the filelink instead of upload and you can download the file using the link
  2. You can ask the users for their email in form and once form is submitted send an email to user requesting for file and user can respond on email

Cheers

7

Workaround with Microsoft Forms + OneDrive:

  1. Use Microsoft Forms to collect basic info.
  2. Add a SharePoint or OneDrive file request link (e.g., “Upload your documents [here]”).
  3. Vendors upload files via that link — stored securely in your OneDrive/SharePoint.
8

@ashokkarale:
we wanted to automate a similar use case (supplier documents). And my idea was also to use the public app feature. But it won’t work unless you pay license fees for every vendor, which is way too expensive. I did discuss this topic with our UiPath sales representative.

@Mayur_N:
A workaround I thought about is to provide an e-mail where the vendors send in the documents via e-mail. The naming of the documents has to be rule-based.
Then the automation scans the documents received via the naming.
If they are not send-in correctly, the automation answers the e-mail and asks them to send the documents again.

What I want to look into are Microsoft Power Pages and from there drop the pages in sharepoint.

The solution of @Shwetha_Ningappa should also work as workaround.

I had also thought about using a Salesforce Cloud Page to collect the files.

But I am not so happy about all of these workarounds. A public facing app would be great.