PIA — Project Intake Automation

Turn Project Requests Into a

Structured, Automated Workflow.

Project intake often starts with an email or spreadsheet — but managing what happens next can become complicated. PIA transforms project requests into a structured workflow using Microsoft Forms and Power Automate, so requests move to the right people at the right time — from the initial submission to approval and team notification.

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See PIA in Action

Watch the 1-minute PIA demo to see how a project request moves from form submission through automated routing, approval, notifications, and Microsoft Teams updates.

What You Get

PIA in action — from form submission to team notification.

Microsoft Forms Integration: Capture project requests through a structured form instead of relying on scattered emails.
Switch Case Routing: Use Switch Case logic to evaluate project status and automatically trigger the appropriate workflow.
Automated Notifications: Send notifications automatically when a request is submitted, updated, approved, deferred, or closed.
Approval Workflows: Trigger structured approval processes with clear approve/reject decisions.
Microsoft Teams Adaptive Cards: Deliver project updates directly inside Teams using interactive Adaptive Cards.
Automated Workflow: Connect form submission, data processing, routing, approvals, notifications, and Teams communication into one workflow.

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Sound Familiar?

What Happens Without Project Intake Automation

Email Chaos

Project requests are buried in inboxes, making it difficult to know what has been submitted or who is handling it.

How PIA Solves It

PIA captures every request through a structured form and automatically starts the appropriate workflow.

Excel Tracking

Spreadsheets become difficult to maintain when multiple people update project information.

How PIA Solves It

Automated workflows process requests and trigger status-based actions without relying on manual spreadsheet updates.

Delayed Approvals

Approvals can remain pending while teams wait for someone to forward an email or follow up.
How PIA Solves It
PIA automatically triggers approval requests and captures the decision as part of the workflow.

Limited Visibility

Teams often need to ask for updates because there is no consistent way to communicate project status.

How PIA Solves It

Automated notifications and Teams Adaptive Cards keep stakeholders informed as the request moves through the process.

From Project Request to Team Notification

One Connected Intake Workflow

01 — Submit a Request

A team member submits the project request through Microsoft Forms.

02 — Capture the Details

Power Automate retrieves the form response and processes the submitted project information.

03 — Evaluate the Status

Switch Case logic determines which workflow should be triggered based on the project status.

04 — Trigger the Action

The appropriate approval, notification, or status workflow is executed automatically.

05 — Communicate With the Team

Email notifications and Microsoft Teams Adaptive Cards deliver the relevant update to stakeholders.

Route: Approve
Notify: Track

Smart Routing Logic

Different Status. Different Action.

PIA uses Switch Case logic to create structured, status-based automation.

Open Case

New Project Request

Send notification email
Start approval process
Post project details through a Teams Adaptive Card

In Progress Case

Current Project

Send project update notifications
Keep relevant stakeholders informed

Deferred Case

Postponed Project

Notify stakeholders that the project has been deferred

Closed Case

Completed Project

Send project closure notification to the team

This approach allows the workflow to respond differently depending on the current state of the project.

Business Impact

From Manual Project Intake to Automated Process Control

Reduce Manual Routing

Standardize Project Intake

Improve Approval Visibility

Reduce Follow-Up Communication

Keep Stakeholders Informed

Create Consistent Project Records

Improve Process Transparency

Scale Project Intake Without Adding Administrative Work

Why Power Automate?

One Ecosystem. One Workflow.

PIA demonstrates how Power Automate can connect multiple Microsoft 365 services into one business workflow.

Microsoft Forms

Provides a structured entry point for project requests.

Power Automate

Orchestrates the entire workflow from submission to notification.

Switch Case

Creates status-based routing and workflow decisions.

Approvals

Provides structured decision-making.

Microsoft Teams

Delivers project updates where teams already collaborate.

Adaptive Cards

Present project information in an interactive, structured format directly inside Teams.

Built for Teams Managing Project Requests

Who PIA Serves

PMO Teams

Standardize how projects are submitted, reviewed, routed, and approved across the organization.

IT Departments

Route technology requests to the appropriate teams and stakeholders.

Operations Teams

Automate operational project requests and approval workflows.

Microsoft 365 Organizations

Extend the Microsoft 365 tools your organization already uses into a connected project intake process.

100% Customizable

PIA Adapts to Your Business.

Every organization has different approval structures, departments, project types, and routing requirements. PIA can be customized with:

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: Whether you're managing IT projects, construction requests, consulting engagements, operational initiatives, or internal business projects, the workflow can be adapted around your process.

Built With Microsoft Power Platform

Microsoft Forms Power Automate Microsoft Teams Adaptive Cards Approvals SharePoint Microsoft 365

PIA shows how the Microsoft ecosystem can turn a simple project request form into a structured, automated project intake system.

Ready to Automate Your Project Intake?

Bring us your current process. We'll help you identify where automation can remove manual work and create a more connected workflow.

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