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Multi-team workflow using Forms, Flows, and Dataverse

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Posted on by rsebastian613

Hi everyone!!!

I am new to Power Apps, but I am a quick study (at least... I think I am!) Still, I am running into a conundrum, and hoping for some guidance.

I have need for a workflow that gathers data from four different teams (or people) - Supervisor, Associate, Finance, and IT. The flow would start with the Supervisor and collect initial data in Form-1. Once that was done, the flow would contact the Associate by email, and then send them to Form-2 to collect additional data. Then, once complete, the flow would notify Finance, who would use the data from the first two teams, then supply supplemental information into Form-3. Finally, the flow would notify IT, who would take sections of information from all three teams to finalize the workflow with Form-4.

I tried this with Forms, Flows and a Dataverse database. The problem is that I cannot "transfer" an index across each of the Forms / Points of Transition. As an example, when the Associate gets the email that it is their turn to submit their information in Form-2, there is not a good way to "append" this new data into the initial row/record in the Dataverse that the Supervisor started. Forms apparently do not take external variables. I think this is an unfortunate miss and don't understand why this wouldn't be standard. I am at a loss.

At the end of the day, I want a workflow that builds a single "row" in the Dataverse that has all the details from each group mentioned above.

What are my options?

Thank you so much in advance!!!

Russell S.

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Microsoft Dataverse with Power Apps

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rsebastian613 9 on at

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I'm hoping I didn't break the internet with my question. =\ I'm OK if this can't be done, but I sure can't imagine I am the first one to have this problem! Thanks for your support and assistance!

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Fubar 8,361 Super User 2025 Season 2 on at

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You need to specify what type of App you are using, Model Driven App or Canvas App?

A Model Driven App form by default will reject additional url parameters but can configured to accept additional parameters https://learn.microsoft.com/en-us/power-apps/developer/model-driven-apps/set-field-values-using-parameters-passed-form

(but also not sure why you really need to pass an additional parameter, e.g. when the person completes their bit Assign the record to the next user or their Team using the Owner field.

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rsebastian613 9 on at

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Thank you for your reply! I am not utilizing Canvas for this project. I am creating a Model-Driven App focused on gathering data from four different sources. The workflow requires me to "expose" certain elements of that data to each source as it processes through the workflow. For example, the financial team needs information from both the Supervisor and Associate to create an ID. That ID would then be needed by the IT team to finalize the flow.

My issue is that I am creating this with four separate forms, one for each group, executed in succession. I want the information from each form to populate a single data row in the dataverse, but I can't seem to figure out how to tie each form together with a common index. Perhaps I am going about this the wrong way from the start?

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rsebastian613 9 on at

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Most importantly, if I am going about this the wrong way, I am very open to a new way to complete this, including starting from scratch.

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rsebastian613 9 on at

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Given the lack of response, I may assume there is not a way to do this within Power Apps. If anyone has recommendations on a way to build out a multi-step multi-team workflow, please let me know.

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