Survey123 Inspection to Work Order to Automated Emails to Stakeholders

Instructor : Michelle Williams (AKA) Survey123 Jedi

michelle@survey123jedi.com

http://survey123jedi.com/scaug_march

During California's intense fire season, I managed three substantial Survey123 projects. Every evening, I ran the work order feature reports and dropped them into a shared folder for the work crew to grab the next day. It was a tedious, repetitive task, but it got the job done.

One day, my boss asked, "Can we use Power Automate to get these out automatically?" That simple question changed how I approach every project.

We implemented a workflow that turned the manual report generation and distribution process into an automated one. With just a few clicks, work orders were generated, emailed, and ready for the field crew—without me having to lift a finger.

Whether you bill by time or project, automating these processes doesn't just save time—it lightens your team's load and lets you focus on what truly matters.

And that’s the mindset I’m here to share with you today: don’t just do the work—design systems that work for you. Let's dive into making that happen together.

What You’ll Learn:

• Configure triggers: that enable a complete workflow: Inspection → Workorder → Automated Email.
• Mastering the Inbox: understand how to utilize the Inbox in Survey123 for ongoing workflows. Set up visual indicators like color-changing text for visual importance.
• Use Microsoft Power Automate; to create automated email notifications for status updates.

Why This Course is for You:

• Feeling overwhelmed by too many tasks? Learn how to automate your Survey123 workflows and free up your team’s time for more critical tasks.
• Reduce Redundant Processes: With Power Automate, included in the Microsoft 365 suite, you can streamline your Survey123 data workflows—at no additional cost.
• Work Smarter, Not Harder: Discover how automation can help you focus on decision-making instead of manual data management.

How You’ll Learn:

• Hands-On Activities: Build your Survey123 form with triggers for a real-world scenario.
• Step by Step Power Automate: Work through your flow in class.
• Get Ready Before Class:
• Choose a PDF questionnaire to work on during the session.
• Live Demo Opportunity: Submit your PDF form a week before class, and it may be featured in our live demonstration, giving you personalized insights and a FREE done-for-you template.
• You can send your PDF to michelle@survey123Jedi.com

​Join this workshop and gain the confidence to design, deploy, and analyze powerful Survey123 projects that elevate your GIS work!