KAUST IT · Productivity Tools
Forms and Surveys at KAUST
KAUST supports three tools for creating digital forms: Microsoft Forms, Google Forms, and Formstack. The right choice depends on your
form's complexity, your audience, and what you need to do with responses.
Microsoft Forms or Google Forms
Start here for most use cases. Both tools are available to everyone at KAUST and are ideal for quick, simple forms.
Surveys, polls, event registrations
Simple data collection with no approvals
Included with your KAUST account
Formstack
License required
Use Formstack when your form requires approvals, workflows, external file uploads, or more advanced control.
Multi-step forms with approval workflows
External file uploads and strong access control
Formal business or academic processes
Get started
Google Forms
Best if you work primarily in Google Workspace (Drive, Sheets, Docs).
Open Google Forms
Formstack
Advanced forms and workflows. A license is required and can be requested.
Compare the tools
Microsoft Forms and Google Forms offer very similar capabilities for day-to-day use. Both support surveys, quizzes, registrations, basic branching logic, internal and external sharing, and response exports. The choice between them comes down to which
ecosystem you already work in.
Formstack handles more complex requirements. If your form starts to feel like a process rather than a survey, Formstack is usually the better fit.
| Feature | Microsoft Forms | Google Forms | Formstack |
|---|
| Best for | Simple forms and surveys | Simple forms and surveys | Advanced forms and processes |
| Ease of use | Very easy | Very easy | Moderate |
| Form complexity | Basic | Basic | Advanced |
| External sharing | Supported, with limitations | Supported, depending on settings | Fully supported |
| File uploads | Requires KAUST login | Requires Google login | Supports external uploads |
| Workflows and approvals | Via Power Automate | Requires Power Automate Premium | Built-in |
| Integration | Microsoft 365 | Google Workspace | Multiple systems |
| Licensing | Included | Included | Paid license required |
When to use each tool
Microsoft Forms or Google Forms
Choose either if you:
Need a quick way to collect responses
Are creating surveys, polls, or event registrations
Do not require approvals or automation
Are comfortable in Microsoft 365 or Google Workspace
Examples: Event registrations, training feedback, internal surveys, quick polls
Formstack
Choose Formstack if you:
Need approval workflows or automated routing
Need file uploads from people outside KAUST
Require stronger access control and data handling
Are digitizing a formal business or academic process
Need integration with business systems
Examples: HR or Finance request forms, onboarding and intake, compliance forms, research workflows
Extending forms with Power Automate
For more advanced scenarios, workflows can be added to forms using Microsoft Power Automate. Power Automate allows you to:
Send notifications and reminders
Route responses for approval
Update SharePoint lists or Excel files
Trigger follow-up actions automatically
Microsoft Forms
Fully integrated with Power Automate
No extra licensing for standard workflows
Recommended for automation within Microsoft 365
Google Forms and Formstack
Can integrate via Power Automate connectors
Requires a Power Automate Premium license
May require additional setup depending on the use case
If your process depends heavily on automation, it is often simpler to use Microsoft Forms with Power Automate or Formstack's built-in workflow capabilities.
KAUST guidance
Start with Microsoft Forms or Google Forms for most use cases.
Move to Formstack when your form requires structure, control, or automation.
Consider Power Automate if you need to extend your form with workflows.
Always be mindful of data sensitivity, access settings, and sharing permissions regardless of which tool you use.
Need a Formstack license?
Formstack is a licensed platform at KAUST. If your use case requires it, you can request access through the Software Catalog.
Not sure which tool to use? Visit our Contact Us page to reach the IT Service Desk.
