Starting point
Reception & visit coordination
Prepare visitor registrations for reception
A visitor registration is checked against visit time, location and a responsible host, then shared with reception only after that host confirms it. Uncertain registrations remain open for clarification; the entry supports preparation but replaces neither identity checks nor an access decision.
Process architecture
From registration to a confirmed reception entry.
A structured registration is checked against location and host and presented for explicit confirmation. A reception entry and registration reply follow only after confirmation. Missing details or an unanswered request do not become a supposedly approved visit.
01Input
Registration & host
A form supplies necessary visit details; the directory and location rules add the responsible host.
2 Steps
02Process
Checks & confirmation
Required fields and mapping are checked. The host confirms the expected visit, while reception resolves unclear cases.
5 Steps
03Output
Reception list & evidence
Confirmed registrations reach authorized reception staff; replies and decisions keep their case reference.
4 Steps
Source01Capture the registration
Microsoft Power Automate takes a new Microsoft Forms response with name, visit time, location and host reference. The response identifier prevents a second case when processing is repeated.Details
Capture the registration
Microsoft Power Automate takes a new Microsoft Forms response with name, visit time, location and host reference. The response identifier prevents a second case when processing is repeated.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Identify the host
Data02Identify the host
Microsoft Graph API reads the named contact and Microsoft Dataverse Web API adds approved location rules. Ambiguous or outdated mappings remain flagged as open questions.Details
Identify the host
Microsoft Graph API reads the named contact and Microsoft Dataverse Web API adds approved location rules. Ambiguous or outdated mappings remain flagged as open questions.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Prepare visit details
Action03Prepare visit details
Microsoft Power Automate normalizes visit time and contact fields and links them to the location. Only agreed necessary data is collected; extra sensitive details are not requested.Details
Prepare visit details
Microsoft Power Automate normalizes visit time and contact fields and links them to the location. Only agreed necessary data is collected; extra sensitive details are not requested.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the registration
Decision04Check the registration
Name, time window, location and host must be complete and unambiguous. Existing registrations are checked for potential duplicates without merging different visitors simply because their names are similar.Details
Check the registration
Name, time window, location and host must be complete and unambiguous. Existing registrations are checked for potential duplicates without merging different visitors simply because their names are similar.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Obtain host confirmationDetails complete
- Resolve the queryQuery needed
Approval05Obtain host confirmation
Microsoft Teams Adaptive Cards presents the registration to its assigned host. Only explicit confirmation permits a reception entry; silence or an expired request is not consent.Details
Obtain host confirmation
Microsoft Teams Adaptive Cards presents the registration to its assigned host. Only explicit confirmation permits a reception entry; silence or an expired request is not consent.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Save the reception entryHost confirmed
- Flag open registrationsNot confirmed
Approval06Resolve the query
Reception resolves missing details and responsibilities in Microsoft Power Apps. Corrected registrations pass through the checks again; an uncertain mapping cannot create a confirmed entry.Details
Resolve the query
Reception resolves missing details and responsibilities in Microsoft Power Apps. Corrected registrations pass through the checks again; an uncertain mapping cannot create a confirmed entry.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Identify the hostCheck again
- Flag open registrationsStill unresolved
System07Save the reception entry
Microsoft Dataverse Web API stores the confirmed registration with data version and host decision. Changes to host or visit time require renewed confirmation before another handover.Details
Save the reception entry
Microsoft Dataverse Web API stores the confirmed registration with data version and host decision. Changes to host or visit time require renewed confirmation before another handover.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Prepare reception
Result08Prepare reception
Authorized reception staff see expected visitors, time and host in Microsoft Power Apps. The status confirms registration only, not attendance or permission to enter doors or restricted areas.Details
Prepare reception
Authorized reception staff see expected visitors, time and host in Microsoft Power Apps. The status confirms registration only, not attendance or permission to enter doors or restricted areas.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Reply to registration
- Record the decision
Result09Reply to registration
Microsoft Graph API sends the agreed registration confirmation and location information after storage succeeds. The message distinguishes registration from separate on-site checks and access approval.Details
Reply to registration
Microsoft Graph API sends the agreed registration confirmation and location information after storage succeeds. The message distinguishes registration from separate on-site checks and access approval.
Interfaces
- Power BI API
- Teams Webhook
Result10Record the decision
SharePoint REST API files a minimized decision record in restricted reception storage. Confirmed and open cases remain traceable and are subject to the agreed deletion rule.Details
Record the decision
SharePoint REST API files a minimized decision record in restricted reception storage. Confirmed and open cases remain traceable and are subject to the agreed deletion rule.
Interfaces
- Power BI API
- Teams Webhook
Result11Flag open registrations
A rejected or unresolved registration stays visible with its owner and reason until resolved or deleted under policy. It does not appear in the list of confirmed expected visits.Details
Flag open registrations
A rejected or unresolved registration stays visible with its owner and reason until resolved or deleted under policy. It does not appear in the list of confirmed expected visits.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Record the decision
System landscape
Microsoft 365 connects the host and reception.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Microsoft Power Automate
Takes form responses and orchestrates normalization, checks, confirmation requests and error handling.
- Interfaces in use
Microsoft Dataverse Web API
Reads location rules and stores the confirmed reception entry with its unique case identifier.
- Interfaces in use
Microsoft Teams Adaptive Cards
Obtains the host's explicit decision about the expected visit.
- Interfaces in use
Microsoft Power Apps
Provides reception with its query interface and authorized overview of expected visits.
- Interfaces in use
SharePoint REST API
Files minimal confirmation and query evidence in restricted reception storage.
- Possible apps & platforms
Microsoft Forms
The registration captures agreed visitor details and the requested host.
- Possible apps & platforms
Microsoft Teams
The host confirms or rejects the visit with a documented decision.
- Possible apps & platforms
Microsoft Outlook
The registrant receives the agreed reply, which is not an access pass.
- Possible apps & platforms
Microsoft SharePoint
Authorized roles find limited decision records within the defined retention period.
Implementation in context
Every expected visit has a confirmed host.
This process starts with a registration for an agreed or requested visit, not with a calendar-booking request. The reception list supports preparation but replaces no scheduling discussion. A confirmed entry does not mean the visitor is present or has permission to enter the building or a restricted area.
Checks cover name, visit time, location and an unambiguously identified host. A possible duplicate is reviewed instead of merging people with similar names. Every registration requires explicit host confirmation; absence, rejection or no response sends the case back to reception under the agreed rules.
Visit details can be personal or confidential. Fields are limited to the purpose; identity-document copies, private details and special-category data are not part of this example form. Location- and role-based permissions, privacy information and deletion periods are agreed, with deletion covering both register and evidence storage.
The form response identifier and data version link registration to the decision. A change of host or visit time invalidates the earlier confirmation and triggers a new request. Integration failures leave the case open; a reply is sent only after confirmed storage, and retries do not create another reception entry.
Target picture
Each registration has one case with necessary details and an explicit host decision. Authorized reception staff see confirmed expected visits, while unresolved registrations stay separate with a responsible owner.
Expected benefits
- Reception knows location, visit time and a confirmed contact before an expected visit.
- Missing host decisions are not hidden behind an apparently approved status.
- Questions remain on the same case instead of getting lost between messages and daily lists.
- The reception overview clearly distinguishes confirmed registration, open cases and actual attendance.
- Location-based access limits who can see personal visitor details.
Prerequisites to start
- 01An approved visitor form defines necessary fields, privacy information and the intended host reference.
- 02The host directory and location rules are maintained and accessible with restricted technical permissions.
- 03A Dataverse register and Power Apps reception interface have been provided with a test environment.
- 04Reception and hosts agree response deadlines, substitutes and handling of open or rejected registrations.
- 05Access rights and deletion periods cover the register, messages and SharePoint evidence storage.
- 06Scheduling, identity verification on arrival and physical access approval remain separate procedures.
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