How to use Power Automate to track and manage an Online form for a process lifecycle

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Posted on by DO-13081608-0

I'm a business analyst (non-technical background). I'm looking at the feasibility and capability of using Power Automate in the deployment of an online request form that support multiple rounds of approvals and provide tracking and management across the process lifecycle (for a specific department).

Is this feasible and how can I go about it?

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Process Advisor

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Ellis Karim 11,202 Super User 2025 Season 2 on at

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How to use Power Automate to track and manage an Online form for a process lifecycle

@Riyaz_riz11

Your generated response for "2. Choose Your Form Platform" is incorrect and misleading, as it combines distinct SharePoint list form types into a single option. I suggest that the options should be:

1. Microsoft Forms - easiest, good for simple forms

2. SharePoint List form (standard, out of the box form) - This is the default new/edit/view form for a list item.

3. SharePoint Forms (new standalone forms feature in SharePoint)

4. SharePoint List form - customised using Power Apps

5. Power Apps (standalone app)

Ellis Karim
elliskarim.com | LinkedIn | Bluesky
If this solved your issue, please mark it as ✅ Accepted Answer. If it helped, feel free to give it a 🩷 Like!

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Riyaz_riz11 3,615 Super User 2025 Season 2 on at

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How to use Power Automate to track and manage an Online form for a process lifecycle

Hi,

Phase 1: Planning & Design (Week 1-2)

1. Define Your Approval Process

Key Questions to Answer:

How many approval levels do you need?

Who are the approvers at each level?

What information needs to be captured in the form?

Are there different approval paths based on request type/amount?

What are your escalation rules?

2. Choose Your Form Platform

Recommended Options:

Microsoft Forms (Easiest, good for simple forms)

SharePoint Lists (More powerful, better for complex data)

Power Apps (Most flexible, custom UI)

Phase 2: Basic Setup (Week 3-4)

1. Create Your Request Form

Microsoft Forms Approach:

Go to forms.microsoft.com

Create new form with all required fields

Add fields like: Request Type, Amount, Description, Justification

Enable response collection

SharePoint List Approach:

Create SharePoint list with custom columns

Set up different column types (text, choice, currency, etc.)

Configure permissions

2. Build Basic Approval Flow

Power Automate Steps:

Trigger: When form is submitted

Action: Start approval process

Condition: Route based on approval outcome

Action: Send notifications

Phase 3: Advanced Features (Week 5-6)

1. Multi-Level Approvals

Level 1: Direct Manager ↓ (If Approved) Level 2: Department Head ↓ (If amount > threshold) Level 3: Finance/Executive

2. Conditional Logic

Route high-value requests differently

Skip levels based on request type

Handle urgent vs. normal requests

3. Tracking & Management Dashboard

SharePoint list to store all requests

Power BI dashboard for analytics

Status tracking for each request

If I have answered your question, please mark it as the preferred solution ✅ . If you like my response, please give it a Thumbs Up 👍.
Regards,
Riyaz

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WillPage 2,179 Super User 2025 Season 2 on at

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How to use Power Automate to track and manage an Online form for a process lifecycle

It's somewhat beyond the scope of a community help forum to detail an entire solution here, but you could consider one of these approaches:

Get stuck in and see how you go. It's fairly intuitive for beginners, templates exist and there's a lot of informative material out there if you know how to google. Post here for help with specific things you're struggling with and include screen shots of what you've tried and any errors you're getting etc.

Hire a consultant to build it for you.

But yes, to answer your general question, Power Automate is exactly the right tool for the job for your use-case.

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Cgangweg01 404 Super User 2025 Season 2 on at

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How to use Power Automate to track and manage an Online form for a process lifecycle

Hello @DO-13081608-0

I too am a business analyst and have been using the Power Platform to create automations and simple apps over the past few years as well as offering low code solution options for various project and operational teams. It has been a great journey! Hope you have the same.

I've been following this blogger. He has specifically focused a bit on approval flows.

Check out the resources here ... https://tomriha.com/

Also, in my opinion, based on your description this is very feasible. Entire solution may include other components of the Power Platform and M365 not just Power Automate.

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