which product to use to track & notify progress/edits on documents?

Kathie Brinkman 60 Reputation points
2025-09-25T17:16:15.82+00:00

We receive filled out MS forms from employees to request workshops be added to our website. We need to have these automatically populate a list. Our Workshop coordinator creates an editable document from the form that then needs to be sent to 4 different individuals to edit, add attachments and images before it can be posted on our website. I want to use a MS product that will track the incoming forms, and use power workflows to trigger the workflows from employee 1 to 2 to 3, etc. All employees in the cycle need to have access to the list on a common drive/site or channel. What is best product to use for this case use?

Microsoft 365 and Office | Other
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Answer accepted by question author
Katerina-N 9,285 Reputation points Microsoft External Staff Moderator
2025-09-25T22:35:00.59+00:00

Hello Alan Donnelly,

Thank you for posting your question in the Microsoft Q&A forum!

I understand that you are having issue with tracking and receiving notifications of progress or edits on documents. I truly understand how you feel. Let me assist you further.

For your workflow, you want to tracking incoming Microsoft Forms submissions, triggering a multi-step document editing and approval process, and ensuring shared access. Therefore, I have few good suggestions on the best Microsoft 365 products for you:

  1. Microsoft Forms
  • Used by employees to submit workshop requests.
  • Automatically collects structured data.
  1. Microsoft Lists
  • Create a list that stores each form submission as a new item.
  • Can be customized with columns for status, assigned editors, attachments, etc.
  • Supports version history and comments.
  1. Power Automate
  • Automates the workflow:
    • Trigger: New form submission.
    • Step 1: Create a new item in Microsoft Lists.
    • Step 2: Notify the Workshop Coordinator to create the editable document.
    • Step 3: Route the document sequentially to 4 individuals for edits, attachments, and approvals.
    • Step 4: Update status in the list after each step.
    • Step 5: Final notification when ready to post.
  1. SharePoint or OneDrive
  • Store the editable documents in a shared location.
  • Use SharePoint if you want a team site with Lists, document libraries, and permissions.
  • Use OneDrive if you prefer simpler file sharing.
  1. Microsoft Teams (Optional but Recommended)
  • Create a dedicated channel for workshop coordination.
  • Embed the Microsoft List as a tab.
  • Use Teams notifications for workflow updates.
  • Allow real-time collaboration and chat among the 4 editors.

I hope this will help with your situation. Please feel free to reach back if you have further update or more questions.

Best Regards,

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