Power Automate for External User access

Rajkiran Swain

Dear Team,

Could you please suggest the better way to achieve this task.

Requirement : I have to create a form for external user where CA Department (external) user can initiate a request for contractor ( external user) and contractor fill the required form and again submit for verification to CA department.

Once CA approved, again its come to PA department ( Internal user) for approval and once PA approved, the flow will be consider as completed and it will generate a word document to update the fields.

Question : 1 : So I am getting confused, how to do this form .. Shall I use MS Form or SharePoint List ?

2: How to give permission to external user , if I use SP List ?

7 Replies

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Srinivasan Ramamoorthi4y ago
In the demo video, i do see adding external users from microsoft domian nad custom domain. You have to add the Users to teams.
Rajkiran Swain4y ago
Yes. Even that need @microsoft account not gmail or ...
Srinivasan Ramamoorthi4y ago
How the external users will access ms forms. Hope they will use their email or social login to access using AAD
Rajkiran Swain4y ago
I have tried this but while approving, its asking for email id which is not available for external users.
Srinivasan Ramamoorthi4y ago
Check this link for workflow approval, power automate has to be implemented

https://flow.microsoft.com/en-us/galleries/public/templates/a51490d5d4484a2ba1040f91be764e5c/start-an-approval-process-and-send-email-on-microsoft-form-submission/
Rajkiran Swain4y ago
Thanks Srini for your time.

I woould like to clarify in details.

Step 1: I have created a Ms form for CA user(External) and once CA Inititate the request- > it will trigger an email notification to contracor(External) and contractor will fill the same form again and re submit for verification to CA department.

Step 2- > Next CA will approve and send to PA department ( Internal ) -

I am stuck in step 1 as I am not able to send same response to contractor after CA initiate the request . Is it possible in MS form or is there any other approach I have to follow?
Srinivasan Ramamoorthi4y ago
MS forms will be best for this requirement,

To grant access follow the steps

From the App Launcher select Forms. In Microsoft Forms open the form you want to collaborate on. Click the Share button. In the Share pane under Share to collaborate click the + Get a link to view and edit button.

check this link for granting access

https://www.youtube.com/watch?v=cKTPj206HnY