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How to Build a SharePoint Case and Task Tracking Workflow with Power Automate

Aamir Naveed Akram Sep 28, 2026 868 views

Question details

The user wants to create a comprehensive workflow in SharePoint for case and task tracking, utilizing Power Automate for automation.

Building a SharePoint Case and Task Tracking Workflow with Power Automate

Product: Microsoft SharePoint and Power Automate
Device & OS: not provided
Scenario: Setting up an automated system for request submission, manager approvals, and status tracking without requiring local software installation.
Observed behavior: The user needs to integrate SharePoint lists with Power Automate cloud flows to manage cases, assign tasks, and trigger email notifications efficiently within a limited budget or virtual desktop environment.

Before you start

Ensure you have the necessary permissions to create lists in your SharePoint site and access to Power Automate with your Microsoft 365 account. It is helpful to map out your approval steps and required data fields before building the flow.

Solution 1Recommended

Build a Case Tracking Workflow with SharePoint and Power Automate

Utilize SharePoint lists as the data source and Power Automate cloud flows to handle approvals and notifications automatically.

Power Automate is a cloud-based service, meaning it runs entirely online and does not require local installation for end-users. This makes it ideal for virtual environments like Citrix. Once the workflow is configured, employees only interact with the SharePoint list, saving on direct licensing requirements for every single user to access the flow builder.

Set up SharePoint Lists

Navigate to your SharePoint site and create a new List or Document Library. Add necessary columns for tracking, such as Request Details, Status, Assigned To, and Attachments.

Create a Power Automate Flow

Open Power Automate in your browser, go to 'Create', and select 'Automated cloud flow'. Choose the SharePoint trigger 'When an item is created or modified'.

Add Approval Actions

Add a new step in your flow and search for 'Approvals'. Select 'Start and wait for an approval' and configure the manager assignment and details based on your dynamic SharePoint list columns.

Configure Email Notifications

Add a condition control based on the approval outcome. Use the 'Send an email (V2)' action to notify the submitter of approval or rejection, and add an 'Update item' action to change the SharePoint list item status accordingly.

Community Support: For complex logic or specific design assistance, the Microsoft Power Automate Community forums are an excellent resource for free workflow templates and troubleshooting.

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Frequently Asked Questions

Do end users need Power Automate installed on their computers to use the workflow?

No, Power Automate is a cloud-based service. Once the flow is configured by an administrator, end users simply interact with the SharePoint list via their web browser. The automation happens entirely in the background.

Can I use Power Automate workflows in a Citrix virtual desktop environment?

Yes. Because Power Automate and SharePoint are accessed via web browsers, they work seamlessly in cloud-based virtual desktop environments like Citrix without requiring local software deployment.

Do all employees need a premium Power Automate license to submit requests?

Generally, if you use standard SharePoint triggers and actions, standard Microsoft 365 licensing is sufficient. Users only need access to the SharePoint list to submit requests, while the flow runs using the creator's connections or a service account, helping manage limited budgets.

How can I assign tasks to different managers based on the request type?

In your Power Automate flow, you can use a 'Condition' or 'Switch' control after the SharePoint trigger. This allows you to evaluate the 'Request Type' column and dynamically route the 'Start and wait for an approval' action to different email addresses.

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