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 |
|---|---|---|
Manual Processing Time | 4.5 hrs | 30 mins |
Post-submission Steps | 100% | 10% |
Standardized Customer Record | 10% | 100% |
Manual workflows were minimized, driving operational efficiency and enhancing management visibility across the full workflow.
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