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.

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Which tool should I use? Get started Compare the tools External file uploads When to use each Power Automate KAUST guidance

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.

• 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, advanced file handling, or more advanced control.

• Multi-step forms with approval workflows
• Advanced file handling and strong access control
• Formal business or academic processes

Get started

Microsoft Forms

Best if you work primarily in Microsoft 365 (Outlook, Teams, Excel).

Getting Started Guide

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.

Getting Started Guide Request a License

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	Form upload requires KAUST login. For external uploads, use a OneDrive File Request.	External uploads supported. Respondents must sign in with a Google Account.	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

Need someone outside KAUST to upload a file?

You have a few options. Google Forms can accept file uploads from people outside KAUST, but they must sign in with a Google Account. If you use Microsoft Forms, an easy workaround is to create a OneDrive File Request and include the upload link in your form.

A OneDrive File Request lets anyone with the link upload files to a folder you choose without giving them access to view the folder or other uploaded files. See Microsoft's step-by-step guide.

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 external file uploads as part of a more advanced form or workflow
• 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.

For external file collection, Google Forms can accept uploads from people outside KAUST when they sign in with a Google Account. For Microsoft 365, consider a OneDrive File Request when the person uploading does not have a KAUST account.

Move to Formstack when your form requires more advanced 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.

Request Formstack

Not sure which tool to use? Visit our Contact Us page to reach the IT Service Desk.