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Recommendation for using Power Automate for a Vendor Onboarding Application

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Posted on by jlopez2

I am fairly new to Power Automate and wasn't sure where to turn to, so thought I would pose the question to the Community. We have a Vendor Onboarding application that gets filled out by one of our people to vet a potential new Vendor. We are currently using a dedicated workflow management application that allows the vendor application to be filled out and then goes through its workflow to the different departments for their approval. As fields are getting filled in on the form, the field formats have the ability to look up other data in lookup tables. Once a section is completed and submitted, the next department approves or rejects the form. If approved then it continues until all approvals are done for the vendor application. There is communication that gets sent out to the department as it goes through each department and then once it is completed also.

Any help or recommendation would be greatly appreciated or at least point me in a direction to who to communicate to?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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@jlopez2

What you are asking for is a simple approval flow.

Trigger: Use a trigger that fires when a new vendor application is submitted. This could be a form submission trigger if your application allows integration with Power Automate, or you could use other triggers like a new item added to a SharePoint list where vendor applications are stored.

Initialize Variables: Set up variables to store information about the approval process. For example, you might have variables to track the current department the application is in and the approval status.

Conditional logic: Use a condition action to direct it to a specific department for approval.

Approval Process: Use the "Start an approval" action to send approval requests to each department. Depending on the department's response, update the approval status and move the application to the next department or end the process if rejected.

Email Notifications: Set up email notifications to inform each department when the application is ready for their review and approval. You can use dynamic content to include information from the application form in the email.

Completion Notification: Once all departments have approved the application, send a final notification confirming completion.

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jlopez2 10 on at

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I appreciate the rapid response, however I will go refer to the form for the application and how I can put in a variety of field formats in the MS Form? I have a variety of field types that I currently: I use everything from radio buttons, check boxes, drop down menus, lookup fields into tables, table fields, and then also apply conditions to the variety of fields. How would you handle the variety of fields required in the form?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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Power Apps would support more controls than MS Forms.

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jlopez2 10 on at

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Which PowerApps, can you be more specific?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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@jlopez2

I was referring to Canvas app (in Power Apps)

There are several ways you can build user forms:

Microsoft Forms: Microsoft Forms is a simple, lightweight tool for creating surveys, quizzes, and polls. It offers a user-friendly interface with drag-and-drop functionality to design forms quickly.

SharePoint Online Forms: SharePoint Online provides built-in form capabilities through its lists and libraries.

Power Apps: Power Apps is a more advanced tool for building custom business applications, including forms and workflows. With Power Apps, you can create rich, interactive forms with custom layouts, validations, and integrations with various data sources.

https://www.microsoft.com/en-nz/power-platform/products/power-apps

Third-party Solutions: Additionally, there are third-party form designer solutions available in the Office 365 ecosystem and the broader marketplace like Plumsail, Nintex, etc

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jlopez2 10 on at

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Thank you for the suggestions.

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