Workflow Automation Request

Workflow automation requests submitted through email or informal conversations give development and IT teams an inconsistent brief to work from. The current process is described vaguely. The reason for automating it is unstated. Expected benefits are not articulated. Trigger conditions, decision points, integration requirements, and data handling specifications are rarely documented at the point of request, meaning the team responsible for implementation spends significant time in discovery that a structured intake form should eliminate.

The Workflow Automation Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured request form that captures the requester's details, the workflow name and description, the reason for automation, expected benefits, process steps, trigger conditions, decision points, integration requirements, data handling specifications, and the requested start date and implementation deadline. Every request is stored as a complete, actionable brief in SharePoint.

How it works

Requester details

The form captures the requester's full name, employee ID, department, job title, email address, and contact number. This context ensures every request is clearly attributed and that the implementation team can follow up with the correct person without searching for contact information separately.

Workflow description and automation rationale

The form captures the name of the workflow and a description of how the current process operates. Separate fields capture the reason the process needs to be automated and the expected benefits of doing so. Requiring the requester to articulate both the rationale and the expected outcomes shifts the request from a vague instruction to automate something into a considered proposal that the implementation team can assess against organizational priorities and technical feasibility.

Process steps

A dedicated process steps field captures the sequence of actions that make up the workflow to be automated. Documenting the steps in a structured field at the point of request gives the implementation team a starting point for technical design without requiring a separate process mapping session, and ensures the requester has thought through the full process before the automation work begins.

Trigger conditions and decision points

A trigger conditions field captures what should cause the automated workflow to initiate, whether that is a form submission, a status change, a date condition, or another event. A decision points field identifies any steps within the process that require human judgment or intervention rather than automated action. Capturing both at the intake stage enables the implementation team to design the workflow correctly from the outset, rather than discovering these requirements during development.

Integration points and data handling

An integration points field captures any external systems or tools that the automated workflow needs to connect with. A data handling field specifies how data should be managed within the automated process, including any transformation, storage, or privacy considerations. Both fields provide the technical detail needed for accurate scoping and effort estimation before implementation begins.

Timeline

The form captures the requested start date and, optionally, the deadline for implementation. Capturing the timeline at the point of request gives the implementation team the information needed to plan resource allocation and set expectations with the requester without a separate scheduling conversation.

What you get

• A structured workflow automation request form capturing requester details, workflow name, current process description, and automation rationale
• Expected benefits field requiring the requester to articulate the value of the proposed automation
• Process steps, trigger conditions, and decision points providing the implementation team with a complete process brief
• Integration points and data handling specifications enabling accurate technical scoping
• Requested start date and implementation deadline for resource planning and expectation management
• Every request stored as a complete, actionable record in a standard SharePoint list
• Extendable with automated submission notifications and implementation status updates using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Workflow Automation Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.