Environment Provisioning Request & Approval

Overview

Environment Provisioning Request & Approval is an automated Power Automate Cloud Flow that streamlines the process of requesting and approving new Power Platform environment provisioning. A Microsoft Forms submission triggers a multi-stage Approvals flow. The designated approver receives an approval request with full context from the form response. On approval, a confirmation email is sent to the requester and a high-priority notification goes to the admin team to provision the environment. On rejection, the requester receives a rejection email.

Use Case

Organizations managing multiple Power Platform environments need a governed process for provisioning new ones. Without a formal request-and-approval workflow, environment sprawl can occur, leading to compliance risks and wasted resources. This flow provides a self-service request form backed by a formal approval gate, ensuring only authorized environments are provisioned while giving requesters visibility into the status of their request.

The flow is ideal for teams that:

• IT Admins managing Power Platform environment provisioning
• Developers requesting sandbox or development environments
• Teams needing a governed approval gate to prevent environment sprawl
• Organizations enforcing compliance and audit trails on environment creation

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Import and authorize

Import the solution into your target environment. Open the flow in the designer and authorize the Microsoft Forms, Approvals, and Office 365 Outlook connections.

Create the provisioning request form

Create a Microsoft Forms form with fields for Environment Name, Environment Type (sandbox/production), Region, Business Justification, and Requester Info. Copy the Form ID and use it to set flowlibs_ProvisioningFormId.

Set environment variable values

Update flowlibs_ProvisioningFormId (your Forms form ID), flowlibs_ApproverEmail (the approver), flowlibs_NotificationEmail (the admin DL or individual who provisions), and flowlibs_EnvironmentRegion (e.g., unitedstates, europe).

Turn on the flow

Once connections are authorized and environment variables are set, turn the flow on so it begins listening for form submissions.

Optional: Automate provisioning via Power Platform for Admins

Add a Power Platform for Admins connector action in the True branch to automatically provision the environment via API instead of sending a manual admin notification.

Optional: Teams Adaptive Card approval

Replace the email-based approval with an Adaptive Card in Teams for a richer in-context approval experience.

Optional: SharePoint audit list

Add a SharePoint list to track all provisioning requests and their status for audit purposes.

Optional: Tiered approval for production

Add a second-level approval gate when the requested environment type is production.

Optional: Chargeback metadata

Include cost center or billing code fields in the form for chargeback tracking and downstream finance reporting.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

concat('Environment Provisioning Request from ', triggerOutputs()?['body/responder'])

concat('Environment Name: ', body('Get_Form_Response_Details')?['...environmentName'], '\nRegion: ', variables('varEnvironmentRegion'), '\nJustification: ', body('Get_Form_Response_Details')?['...justification'], '\nRequested by: ', triggerOutputs()?['body/responder'])

@equals(body('Start_Provisioning_Approval')?['outcome'], 'Approve')

concat('ACTION REQUIRED: Provision Environment - ', body('Get_Form_Response_Details')?['...environmentName'])