MS Forms + Power Automate Integration

Setup Guide

Each MS Form (Drawings, Nameplates, Test Reports) has its own PA flow that POSTs to this webhook when submitted.

How it Works

Submitter fills MS Form

Drawing / Nameplate / Test Report

PA creates record here

POST → paWebhook

Reviewer approves in PA

Approve / Reject / Revision

PA updates status here

PATCH → paWebhook

Visible in dashboard

Full history tracked

PA Trigger: "When a new response is submitted"

Create one PA flow per form (Drawings, Nameplates, Test Reports). Each flow uses:

Trigger: When a new response is submitted
Action: Get response details
Action: HTTP POST to this webhook with the body below
Action: Set variable — save body('HTTP_Create')?['request_id']
Action: Start and wait for an approval
Action: HTTP PATCH — send approval outcome back (see tab 2)

HTTP POST — Create Record

Webhook URL:

https://api.base44.com/api/apps/{YOUR_APP_ID}/functions/paWebhook

Method: POST

Header: x-webhook-secret: <your WEBHOOK_SECRET value>

Header: Content-Type: application/json

Body — choose the payload for your form type:

{
  "approval_type": "drawing",
  "submitter_name": "@{outputs('Get_response_details')?['body/responder/displayName']}",
  "ots_number": "@{outputs('Get_response_details')?['body/r<OTS Number>']}",
  "order_numbers": "@{outputs('Get_response_details')?['body/r<Order Number(s)>']}",
  "sales_order_sku": "@{outputs('Get_response_details')?['body/r<Sales Order SKU>']}",
  "product_id": "@{outputs('Get_response_details')?['body/r<Product ID>']}",
  "purchase_order_line_amount": "@{outputs('Get_response_details')?['body/r<Purchase Order Line Amount as it pertains to the sales SKU>']}",
  "pi": "@{outputs('Get_response_details')?['body/r<PI:>']}",
  "vendor_name": "@{outputs('Get_response_details')?['body/r<Vendor>']}",
  "vendor_email": "@{outputs('Get_response_details')?['body/r<Vendor\'s Email>']}",
  "sales_order_line_amount": "@{outputs('Get_response_details')?['body/r<Sales Order Line amount for SKU Amount>']}",
  "customer_name": "@{outputs('Get_response_details')?['body/r<Customer Name>']}",
  "kva_range": "@{outputs('Get_response_details')?['body/r<What KVA is the sales SKU that you are processing on this request?>']}",
  "approval_type_code": "@{outputs('Get_response_details')?['body/r<What was the approval code from the lead purchaser?>']}",
  "sharepoint_url": "@{outputs('Get_response_details')?['body/r<Upload Drawing for the Sales SKU you are processing on this request.>']}",
  "submission_status": "@{outputs('Get_response_details')?['body/r<What is the status of this drawing\'s approval process?>']}",
  "document_version": "@{outputs('Get_response_details')?['body/r<Please indicate what version this is for the Drawings.>']}",
  "revision_instructions": "@{outputs('Get_response_details')?['body/r<If you chose \"Drawing, need revision\" please describe the instructions...>']}",
  "notes": "@{outputs('Get_response_details')?['body/r<Notes (Optional)>']}",
  "pa_flow_id": "@{workflow()?['run']?['name']}"
}

Save the request_id from the response — you need it for the PATCH status update. Use a "Set variable" action: body('HTTP_Create')?['request_id']