External vendors needed a simple way to register on a public website. The internal team needed those submissions in SharePoint. Powerful Platform connected the two with a JavaScript form and an HTTP-triggered Power Automate flow, without assigning Microsoft licenses to the external registrants.
The challenge: public registration, internal records
The project called for a vendor registration form that people outside the organization’s Microsoft tenant could use anonymously. Vendors also needed to upload specific attachments against individual questions. The completed registration information had to reach a SharePoint list for the internal team.
Licensing was a major design constraint. Requiring every external vendor to become a licensed application user would add cost and friction to a straightforward registration process. The solution needed a public entry point while keeping the organization’s internal record management in SharePoint.
Our solution: a website form connected to automation
We built a JavaScript-based registration experience on the website and connected its submission to Power Automate’s When an HTTP request is received trigger. The flow handled the submitted data and created the corresponding SharePoint list record. Question-specific attachment uploads were included in the delivered solution.
Vendor → website form and JavaScript → HTTP-triggered Power Automate flow → SharePoint list.
The vendor interacted with the website rather than signing into the organization’s tenant. SharePoint remained the internal destination for registration records. The illustration is a conceptual view of this integration, not a screenshot of the client’s system.
How we approached it
- Define the registration information. Identify the questions, required responses and supporting files needed by the internal team.
- Build the public-facing form. Present the registration questions and question-specific upload controls on the website, accessible to external visitors.
- Connect the submission with JavaScript. Send the form submission to the Power Automate HTTP request endpoint in a structured format the flow can process.
- Map the data into SharePoint. Use the flow to translate submitted values into the appropriate list fields and keep the uploaded supporting material associated with the registration.
- Complete the end-to-end registration path. Bring the external submission and internal record together without requiring the vendor to navigate the organization’s Microsoft environment.
The result
- Vendors outside the tenant could register through the website without a tenant sign-in.
- Registration information was captured in a SharePoint list for internal use.
- Vendors could provide supporting attachments for individual questions.
- No Microsoft licenses were purchased or assigned to the external registrants; the organization used its existing Microsoft subscriptions.
What the licensing result means
This project avoided external-user license assignments. It should not be interpreted as a claim that Power Automate, SharePoint or every HTTP-triggered implementation is license-free. The organization’s flow, connections and internal users still need appropriate entitlements. Microsoft distinguishes licensing by flow type and usage; consult its Power Automate licensing FAQ before reproducing this approach.
Planning a similar solution
A public submission endpoint needs its own production safeguards. Review server-side validation, abuse controls, duplicate submissions, file-type and size restrictions, and error handling. Any endpoint or secret embedded in browser JavaScript can be inspected by visitors. These are implementation considerations for a new deployment, not a statement that every listed control was part of this project. Microsoft documents the authentication options for HTTP request triggers.
The project details above are based on Powerful Platform’s delivery account. Client identity, submission volumes and financial savings are not disclosed.
Download the free sample flows
Explore sanitized learning copies of the GET and POST flow exports. The GET flow serves an HTML/JavaScript form; the POST flow demonstrates multipart input, SharePoint record creation and a file-upload branch.
Download the complete sample kit (ZIP) — both flow packages, setup instructions, known limitations and a sanitization report.
Individual packages: GET flow sample (ZIP) · POST flow sample (ZIP).
Privacy cleanup: Connection email, creator and tenant metadata, original identifiers, client-specific naming, SharePoint locations and the signed endpoint URL were removed or replaced. Empty form fields for names, emails, phone numbers and addresses remain; no real submitted data or uploaded documents are included.
Before using: Import as new flows in a development environment, reconnect SharePoint, replace all placeholders, map your list fields and configure your own POST endpoint. Keep the included ZIPs intact when importing; the complete kit is a wrapper containing the two packages.
Sample scope: The supplied POST export implements only one attachment branch and uses a fixed filename. Its positional multipart mapping depends on form-field order; optional inputs can affect that order. Other upload branches, field mappings and a final success response need review or completion. These examples are not the full production solution.
Validation: ZIP integrity, JSON syntax, package references and embedded JavaScript syntax were checked. The sanitized packages have not been imported or run in a Microsoft tenant. Review the README, licensing and production safeguards before deployment.
Need external registrations in SharePoint?
Talk to Powerful Platform about your form, attachment requirements and Microsoft environment, or bring a focused question to our free community help service.
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