How I Automated Software Access Requests Using Microsoft 365

Background: The Problem I Needed to Solve Like many IT teams, we initially managed software access requests using emails and Excel sheets. Users would request access over email, managers would approve informally, and tracking licenses—especially temporary ones—was largely manual.
As the sole person handling IT operations, this quickly became unsustainable:
• No clear audit trail
• Missed revocations for temporary access
• Duplicate requests
• Too much dependency on memory and follow-ups
I needed a simple, reliable, and auditable system—without introducing new tools.

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Objective: What I Wanted to Achieve
The goal was straightforward:
• Standardize software access requests
• Enforce manager approval
• Track request status end-to-end
• Automatically remind IT about temporary access expiry
• Maintain a clean audit trail
All using Microsoft 365.

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Tools Used (Microsoft 365 Stack)
I intentionally kept the solution lightweight:
• Microsoft Forms – User request intake
• SharePoint List – Central system of record
• Power Automate – Workflow orchestration
No custom code. No third-party tools.

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Solution Design: How the Automation Works

1. Software Request Submission Users submit a request via a Microsoft Form with details like: • Software / application name • Access type (Permanent or Temporary) • Business justification The form confirmation clearly tells users that manager approval is required, reducing confusion. ________________________________________
2. Automatic Request Logging Once submitted, Power Automate: • Captures user details • Identifies the reporting manager • Creates an entry in a SharePoint list • Sets the initial status to Requested This SharePoint list becomes the single source of truth. ________________________________________
3. Manager Approval Workflow The manager receives an approval request: • Approve or Reject • Optional comments This removes informal approvals via chat or email and creates a clear approval record. ________________________________________
4. Status Updates & Notifications • Approved requests move to Provisioned • Rejected requests notify the requester immediately • Users receive clear email updates at every stage Everyone knows where the request stands. ________________________________________
5. Temporary Access Monitoring For temporary access: • Power Automate checks End Dates daily • IT receives reminders for overdue access • Access can be revoked and tracked properly No more forgotten temporary licenses. ________________________________________ Results: What Changed After Automation The impact was noticeable almost immediately: • Reduced manual follow-ups • Clear ownership and accountability • Better license compliance • Faster audits • Less operational overhead Most importantly, the process became predictable and transparent. ________________________________________ Key Lessons Learned A few practical takeaways from building this: • SharePoint internal column names matter • Date handling in Power Automate needs careful design • Clear user communication is just as important as automation • Simple workflows are often the most effective Automation doesn’t have to be complex to be valuable. ________________________________________ Final Thoughts This solution wasn’t built as a large enterprise system—it was built to solve a real operational problem using tools we already had. If you’re still managing software access through Excel and emails, starting with a simple approval-based automation can make a huge difference. ________________________________________ 💬 Open question for readers How are you currently managing software access and approvals in your organization?