New SharePoint Site Provisioning Request

Overview

A self-service SharePoint site provisioning request flow. End users submit a Microsoft Forms request describing the site they need (title, owner, template, business justification). The request is routed to a SharePoint administrator for Approve/Reject review. On approval, the flow creates the site via the SharePoint REST SPSiteManager/create endpoint (called from a built-in HTTP action with Azure AD app-only credentials) and emails the requester with the new site URL. On rejection, the flow emails the requester with the approver's comments so they can revise and resubmit.

Use Case

IT teams running tenants where end users routinely request new project, departmental, or community SharePoint sites — but where each request needs admin oversight to enforce naming conventions, template selection, and ownership rules. This flow eliminates manual ticket triage by giving the admin a single approval dialog with all the context, then automating the provisioning step so they don't have to switch over to the SharePoint Admin Center.

The flow is ideal for teams that:

• IT teams that field frequent ad-hoc SharePoint site requests from project and departmental users
• Tenants that need to enforce naming conventions, template selection, and ownership rules on every new site
• Organizations that want to remove manual ticket triage while keeping a clear admin approval gate

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.

Wire up the request form

Build a Microsoft Form titled 'SharePoint Site Provisioning Request' with: Site title (short, required), Site owner email (short, required), Business justification (long), and Site template (choice — Communication Site / Team Site). Once published, run the Forms connector op GetQuestions (/forms('{form_id}')/questions) in a sandbox flow to grab each question id. Set the form GUID into flowlibs_SiteProvisioningFormId and the four question IDs into the matching flowlibs_Site*QuestionId env vars (Current Value).

Create the AAD app for the HTTP action

The HTTP_Create_SharePoint_Site action uses ActiveDirectoryOAuth, so you need an app registration with SharePoint application permission Sites.FullControl.All (admin-consented). Set flowlibs_GraphTenantId to your tenant GUID, flowlibs_GraphClientId to the app's Application (client) ID, and flowlibs_GraphClientSecret to a fresh client secret value — set the secret via Current Value at deploy time rather than baking it into the default.

Choose your default site template

flowlibs_DefaultSiteTemplate is used when the form template answer is empty. Common values: SITEPAGEPUBLISHING#0 (modern Communication Site, no group), STS#3 (modern Team Site, no group), GROUP#0 (M365 group-connected team site — note this one won't work via SPSiteManager; for group-connected sites swap the HTTP action to call POST https://graph.microsoft.com/v1.0/groups instead and let SharePoint auto-provision the site).

Switch to Graph site provisioning

If you need Microsoft Graph instead of SP REST, change the HTTP action

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.

@triggerOutputs()?['body/resourceData/responseId']

@outputs('Get_Form_Response_Details')?['body']?[parameters('flowlibs_SiteTitleQuestionId')]

@toLower(replace(replace(replace(outputs('Compose_Site_Title'), ' ', '-'), '/', ''), '\\', ''))

@{concat(variables('varTenantRoot'), '/sites/', outputs('Compose_Site_Alias'))}

@equals(outputs('Start_Site_Provisioning_Approval')?['body/outcome'], 'Approve')

@coalesce(outputs('Start_Site_Provisioning_Approval')?['body/responses']?[0]?['comments'], 'No comments')

@variables('varTenantRoot')