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Create Forms and Surveys at KAUST

KAUST provides three supported options for creating digital forms: Microsoft Forms, Google Forms, and Formstack.

All three tools can be used to collect information, run surveys, and support business or academic processes. The right choice depends on the complexity of your form, who you are sharing it with, and what you need to do with the responses.

Start Here: Which Tool Should I Use?

  • 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.
  • Formstack: Use Formstack when your form requires approvals, workflows, external file uploads, or more advanced control. A license is required and can be requested if needed.

Get Started

Microsoft Forms vs. Google Forms

For most day-to-day use cases, Microsoft Forms and Google Forms offer very similar capabilities. Both tools allow you to create surveys, quizzes, and registration forms, share forms internally or externally, collect and export responses, and apply basic logic or branching.

The choice between them is largely based on personal preference and the ecosystem you are already working in:

  • Use Microsoft Forms if you primarily work in Microsoft 365, such as Outlook, Teams, and Excel.
  • Use Google Forms if you primarily work in Google Workspace, such as Google Drive, Sheets, and Docs.

When Formstack Becomes the Better Option

While Microsoft Forms and Google Forms are excellent for simple use cases, there are scenarios where they may not provide enough control or flexibility.

Formstack is designed for more advanced needs, including:

  • Multi-step forms with complex logic
  • Approval workflows and automated routing
  • External participants submitting forms with file uploads
  • Stronger access control and data handling
  • Integration with business processes and systems

If your form starts to feel like a process rather than a survey, it is usually a good sign that Formstack is the right tool.

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 or reminders
  • Route responses for approval
  • Update SharePoint lists or Excel files
  • Trigger follow-up actions automatically

This can extend the capabilities of all three platforms, depending on your needs.

Microsoft Forms

  • Fully integrated with Power Automate
  • No additional licensing required for standard workflows
  • Recommended option for automation within Microsoft 365

Google Forms and Formstack

  • Can be integrated with Power Automate using connectors
  • Requires a Power Automate Premium license
  • May involve additional setup depending on the use case

In many cases, if your process depends heavily on automation, it may be simpler to use Microsoft Forms with Power Automate or Formstack’s built-in workflow capabilities.

Quick Comparison

FeatureMicrosoft FormsGoogle FormsFormstack
Best ForSimple forms and surveysSimple forms and surveysAdvanced forms and processes
Ease of UseVery easyVery easyModerate
Form ComplexityBasicBasicAdvanced
External SharingSupported, with some limitationsSupported, depending on settingsFully supported with strong control
File UploadsRequires KAUST loginRequires Google loginSupports external uploads
Workflows and ApprovalsAvailable through Power AutomateRequires Power Automate Premium or another workflow toolBuilt-in, with Power Automate integration available through premium connectors
IntegrationMicrosoft 365Google WorkspaceMultiple systems
LicensingIncluded for KAUST community membersIncluded for KAUST community membersPaid license required

When to Use Each Tool

Microsoft Forms or Google Forms

Choose either tool if you:

  • Need a quick and simple way to collect responses
  • Are creating surveys, polls, or event registrations
  • Do not require approvals or automation
  • Are comfortable working within either Microsoft or Google environments

Examples: Event registrations, training feedback, internal surveys, quick polls

Formstack

Choose Formstack if you:

  • Need approval workflows or automated processes
  • Are collecting information from external participants in a structured way
  • Require file uploads from people outside KAUST
  • Need more control over access, data handling, or routing
  • Are digitizing a formal business or academic process

Examples: HR or Finance request forms, onboarding or intake processes, compliance forms, research or administrative workflows

Requesting Formstack

Formstack is a licensed platform at KAUST. If your use case requires Formstack, you can request access through the Software Catalog.

Request Formstack

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.
  • Be mindful of data sensitivity, access settings, and sharing permissions regardless of the tool.

Need Help?

If you are unsure which tool to use, we can help.

Use the VITA chatbot in the bottom-right corner of this page, or contact the IT Service Desk: