Email chaos
Today
Requests get buried in inboxes. Nobody is sure what was submitted or who owns it.
With PIA
Every request comes in through one structured form and starts the right workflow.
PIA · project intake automation
Turn project requests into a structured, automated workflow
No more requests lost in email or spreadsheets. PIA captures each project request with Microsoft Forms, then Power Automate routes it by status, runs approvals and keeps the team updated in Teams.
- Microsoft Forms
- Power Automate
- Approvals
- Teams Adaptive Cards
Example run · Project Intake● Succeeded
Project request submittedMicrosoft Forms · Project Intake0s
Response details capturedGet response details1s
Switch on status: OpenOpen · In progress · Deferred · Closed0s
Approval: ApprovedApprovals · Project sponsor4h 05m
Adaptive Card postedMicrosoft Teams · Projects channel1s
Pricing
Want a solution like PIA?
Built around your own process and data, with handover training for your team. Fixed price agreed before we start.
Starting priceFromUSD 399≈ RM 1,700
See it in action
See PIA in action
Watch a project request move from form submission through routing, approval, notifications and Teams updates in about a minute.
What you get
- Microsoft Forms intakeCapture every project request in a structured form, not scattered emails.
- Switch Case routingThe project status decides which workflow runs automatically.
- Automatic notificationsUpdates go out when a request is submitted, updated, approved, deferred or closed.
- Approval workflowsStructured approvals with a clear approve or reject decision.
- Teams Adaptive CardsProject updates arrive inside Teams as interactive cards.
- One connected flowSubmission, routing, approvals, notifications and Teams in a single workflow.
Sound familiar?
What happens without project intake automation
Spreadsheet tracking
Today
Spreadsheets break down when several people update project information.
With PIA
Workflows process each request and trigger status-based actions, no manual updates.
Delayed approvals
Today
Approvals sit pending while people wait for an email to be forwarded or chased.
With PIA
Approval requests start automatically and the decision is captured in the workflow.
Limited visibility
Today
Teams keep asking for updates because status is never shared the same way.
With PIA
Notifications and Teams Adaptive Cards update stakeholders at every step.
From project request to team notification
One connected intake workflow
Route→Approve→Notify→Track
- 01Submit a requestA team member submits the project request in Microsoft Forms.
- 02Capture the detailsPower Automate retrieves and processes the form response.
- 03Evaluate the statusSwitch Case logic picks the workflow based on project status.
- 04Trigger the actionThe right approval, notification or status workflow runs automatically.
- 05Update the teamEmails and Teams Adaptive Cards deliver the update to stakeholders.
Smart routing logic
Different status. Different action.
PIA uses Switch Case logic, so the workflow responds differently depending on where the project is.
Switch on project statusOne request, four possible paths
New project request
- Send notification email
- Start the approval process
- Post details as a Teams Adaptive Card
Current project
- Send project update notifications
- Keep stakeholders informed
Postponed project
- Tell stakeholders the project is deferred
Completed project
- Send a closure notification to the team
Business impact
From manual intake to automated process control
- Less manual routing
- Standard project intake
- Clear approval visibility
- Less follow-up communication
- Stakeholders kept informed
- Consistent project records
- Transparent process
- Scales without extra admin
Why Power Automate?
One ecosystem. One workflow.
PIA shows how Power Automate connects several Microsoft 365 services into one business workflow.
Microsoft Forms
A structured entry point for project requests.
Power Automate
Runs the whole workflow from submission to notification.
Switch Case
Status-based routing and workflow decisions.
Approvals
Structured, recorded decision-making.
Microsoft Teams
Updates arrive where your team already works.
Adaptive Cards
Interactive, structured project info inside Teams.
Built for teams managing project requests
Who PIA serves
PMO teams
Standardise how projects are submitted, reviewed, routed and approved.
IT departments
Route technology requests to the right teams and stakeholders.
Operations teams
Automate operational project requests and approvals.
Microsoft 365 organisations
Turn the tools you already use into a connected intake process.
100% customisable
PIA adapts to your business
Every organisation has different approval structures, departments, project types and routing rules. IT projects, construction requests, consulting engagements or internal initiatives: the workflow fits your process.
- Department-specific approval chains
- Multiple approval levels
- Custom routing conditions
- Additional project statuses
- Custom notification rules
- Microsoft Teams integration
- SharePoint integration
- Dataverse integration
- Industry-specific business logic
Built with Microsoft Power Platform
- Microsoft Forms
- Power Automate
- Microsoft Teams
- Adaptive Cards
- Approvals
- SharePoint
- Microsoft 365
A simple request form turned into a structured, automated project intake system.
Ready to automate your project intake?
Bring us your current process. We'll show you where automation removes manual work and connects the workflow.