From Manual Field Forms to Automated Solar Workflows with Microsoft 365
Manual processing time cut by 85%+, post-submission file work eliminated, and four-stage application visibility delivered across the PM Surya Ghar: Muft Bijli Yojana workflow on an existing Microsoft 365 license.
A Solar EPC vendor managing PM Surya Ghar: Muft Bijli Yojana had no per-customer folder structure in their shared drive.
- After each field visit, the solar team manually renamed uploaded documents and cross-referenced form entries against a Google Sheet.
- With four workflow stages and no unified view, the team checked each application record individually to determine status.
Microsoft Forms, Power Automate, SharePoint, Power BI, and Power Apps replaced the Google Forms and shared drive setup across all four Surya Ghar workflow stages.
- MS Forms configured for each stage: field survey, loan approval, post-completion documents, and tracking with required fields, validations, and dropdowns.
- On submission, Power Automate maps form data to SharePoint, generates a customer ID, creates a per-customer folder, uploads and names documents (including Aadhaar files and image-to-PDF conversion), stores document links, and calculates date fields.
- Power BI displays a live view of all applications by area, stage, and loan status.
- Power Apps gives agents and managers a single interface for record lookup and progress tracking, with daily summaries generated on demand.
| Impact Metric | Before | After |
|---|---|---|
Post-submission processing time | Hours of manual work per day (file renaming, Google Sheet cross-referencing) | 85%+ reduction |
Post-submission manual steps | File renaming + cross-referencing after every field visit | 0 (handled by Power Automate on submission) |
Customer record structure | No folder per customer, no naming convention | 1 dedicated SharePoint folder per customer with access control |
The workflow runs on the Microsoft 365 license the team already held, so no new software cost was added. Moving post-submission tasks into Power Automate shifted the solar team's time away from file management entirely. The Power BI and Power Apps interface gave managers visibility across all four stages in one view, which required checking records one by one before.
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