Case Studies
Power Platform Intake Solution
A professional services organization needed a better way to receive and manage project requests from internal teams, clients, and external partners. Project details arrived through emails, chats, and documents, creating inconsistent submissions and making it difficult to track incoming work.
IncWorx developed a Power Platform-based Mini-Intake Form solution that provides a single, structured entry point for project requests. The solution combines Power Apps, Power Automate, and SharePoint Online to capture project information, automate submission processing, and create a centralized system of record.
As a result, the organization streamlined intake management, improved visibility into incoming work, and created a scalable foundation that supports both internal and external stakeholders.
Technologies Supported
- Power Apps
- Power Automate
- Power Platform
- SharePoint Online
The Challenge
Project Requests Were Scattered Across Multiple Channels
Project requests were arriving from multiple sources with no consistent process for submission.
Teams received project details through email threads, chat conversations, spreadsheets, and documents. As a result, important information was often missing or scattered across different locations. Delivery teams spent valuable time chasing stakeholders for details before work could begin.
The organization also needed a way for external clients and partners to submit requests without requiring access to internal systems. Traditional forms tied to company accounts created unnecessary friction and limited participation from outside stakeholders.
Additionally, the business wanted a centralized repository where project requests could be reviewed, tracked, and managed throughout the intake process.
The Solution
A Centralized Intake Experience Built on Power Platform
IncWorx designed and implemented the Mini-Intake Form, a Power Platform solution that acts as the front door for a new project requests.
The solution captures all required project information in a single submission, including:
- Project and client details
- Primary contacts
- Stakeholders
- Assigned consultants
- Scope definitions
- Success criteria
- Assumptions
- Dependencies
- Risks
- Target deadlines
- Approval and sign-off information
Submitters can also upload supporting documentation as part of the request.
The solution uses a web-enabled form experience that allows both internal and external users to submit requests from any browser. Because external users do not need a company login, clients and partners can provide project details quickly and easily.
Once submitted, the request automatically enters a SharePoint Online list, which serves as the centralized repository for all project intake records.
Automated Workflow Processing
Behind the scenes, Microsoft Power Automate manages the entire submission process.
When a user opens the form link, a cloud flow generates and delivers the web-based form experience. After the form is submitted, a second automated flow:
- Captures the submission
- Creates a new SharePoint record
- Stores project metadata
- Uploads supporting documents
- Associates up to four attachments with the request
The process eliminates manual data entry and ensures every request follows the same intake structure.
Built for Scalability
The solution follows Power Platform application lifecycle management (ALM) best practices.
Environment variables and connection references control configuration settings such as:
- Form URLs
- SharePoint locations
- Environment-specific resources
This design allows administrators to move the solution between development, testing, and production environments without manual reconfiguration.
This solution delivers several targeted benefits, including:
- Centralized intake management
- Consistent project requests
- Easy external submissions
- Automated request processing
- Improved project visibility
The Outcome
Faster Reviews and Better Visibility
The Mini-Intake Form transformed project request management by creating a single, repeatable intake process.
Key benefits included:
- Centralized project request tracking
- Consistent submission quality
- Faster project reviews
- Reduced administrative effort
- Simplified collaboration with external stakeholders
Delivery teams gained immediate visibility into incoming work, while submitters benefited from a streamlined and easy-to-use experience.
Because all submissions are stored in SharePoint Online, stakeholders can quickly review requests, monitor status, and maintain a complete history of project intake activities.
The organization also established a scalable foundation for future enhancements, including automated approvals, notifications, reporting, and project prioritization workflows.
The Conclusion
A Better Front Door for Project Requests
The Mini-Intake Form gives organizations a structured and scalable way to manage project requests from both internal and external stakeholders.
By combining Power Apps, Power Automate, and SharePoint Online, the solution replaces fragmented intake processes with a centralized system that improves visibility, increases consistency, and reduces manual effort.
Organizations can capture complete project information from the start, accelerate project reviews, and create a stronger foundation for successful project delivery.
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