Automating Vendor Onboarding Requests

Are you looking to streamline vendor onboarding requests in your organization? In this post we’ll explore an end-to-end automation built in Power Automate that allows users to submit vendor onboarding requests, routes them through approval in Microsoft Teams, and—if approved—adds the software to a central inventory, notifies procurement, and even opens a ticket with IT. 

What We’re Building

Let’s start by giving you a quick overview of this automation:

• Step 1: A Microsoft Form collects vendor details.

• Step 2: Requests are routed to multiple approvers via Teams.

• Step 3: Upon approval, the software is logged in a SharePoint-based software inventory.

• Step 4: Procurement is notified, and a support ticket is automatically created.

4. Software Inventory. I’m using an Excel file hosted on SharePoint with predefined columns that match the form responses.

Step 1: Capture Form Response

• Select your form (Vendor Onboarding Request).

• Add the action Get response details.

Step 2: Setup Approvals

• Add Start and wait for an approval (Sequential approval).

• Populate title dynamically with the vendor name.

• Assign approvers (CFO, legal, security, etc.). These can be hardcoded or dynamic.

• Customize the message content for each approver if needed.

Step 3: Add Conditions

• Add a Condition to check if the outcome is “approved, approved” (for multi-stage approvals).

• If approved:

  • Add a row to your Excel software inventory with form responses, approval details, and timestamps.

  • Use Power Automate expressions or Copilot to format dates.

• If denied:

  • Add a row marking the request as denied.

Step 4: Send Notifications

• Send confirmation email to the requester.

• Notify procurement with relevant request details.

• Open a support ticket by sending an email to your IT support address.