Starting point
Training & attendance records
Create attendance records from confirmed training lists
A participant list confirmed by the training owner becomes individual attendance records using an approved template. Missing details stay open for review; documents, source versions and sending status remain linked without treating attendance as a learning outcome or professional qualification.
Process architecture
From confirmed attendance to an individual record.
The process begins after an event has finished and its attendance list is approved. It checks the person, event and confirmed participation, creates the document and records sending separately. Registration alone is insufficient, and conflicting or incomplete data goes to the training administrator.
01Input
List & template
An approved event state is captured and enriched with event details and the current document template.
2 Steps
02Process
Checks & creation
Confirmed attendance is checked individually, uncertain details are resolved and uniquely linked documents are created.
5 Steps
03Output
Record & sending status
Records are provided and sent individually; source state, decision and sending status remain traceable.
4 Steps
Source01Capture the approved list
Google Sheets API reads completed events with explicitly approved attendance. Event identifier, person and list version form the key for each attendance case.Details
Capture the approved list
Google Sheets API reads completed events with explicitly approved attendance. Event identifier, person and list version form the key for each attendance case.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Add event details
Data02Add event details
Google Drive API retrieves the approved template; Google Sheets API adds title, date and confirmed participation scope. Their versions are recorded before a document is created.Details
Add event details
Google Drive API retrieves the approved template; Google Sheets API adds title, date and confirmed participation scope. Their versions are recorded before a document is created.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Prepare attendance fields
Action03Prepare attendance fields
Google Apps Script maps necessary fields and the intended recipient to each confirmed person. Similar names alone cannot merge people or replace one identity with another.Details
Prepare attendance fields
Google Apps Script maps necessary fields and the intended recipient to each confirmed person. Similar names alone cannot merge people or replace one identity with another.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the attendance basis
Decision04Check the attendance basis
A unique person, completed event, approval and required details must agree. A registration or an unconfirmed list entry cannot produce an attendance record.Details
Check the attendance basis
A unique person, completed event, approval and required details must agree. A registration or an unconfirmed list entry cannot produce an attendance record.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Create the attendance recordAttendance confirmed
- Resolve missing detailsUnclear details
Approval05Resolve missing details
Google Chat API presents ambiguous names, missing contacts and conflicting attendance to the administrator. Only explicitly corrected and confirmed data returns through the checks.Details
Resolve missing details
Google Chat API presents ambiguous names, missing contacts and conflicting attendance to the administrator. Only explicitly corrected and confirmed data returns through the checks.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Check the attendance basisCheck again
- Defer the attendance caseStill unresolved
Action06Create the attendance record
Google Docs API fills the approved template with confirmed details. Its wording records participation only; examination results or qualifications are not added.Details
Create the attendance record
Google Docs API fills the approved template with confirmed details. Its wording records participation only; examination results or qualifications are not added.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Export the document
System07Export the document
Google Drive API exports the record as a PDF into the restricted event folder. Google Apps Script checks the document identifier and person mapping before sending.Details
Export the document
Google Drive API exports the record as a PDF into the restricted event folder. Google Apps Script checks the document identifier and person mapping before sending.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Provide the record
Result08Provide the record
The administrator receives an attendance record linked to its person and event. Shared participant lists are not attached to messages sent to individual attendees.Details
Provide the record
The administrator receives an attendance record linked to its person and event. Shared participant lists are not attached to messages sent to individual attendees.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Send the individual record
Result09Send the individual record
Gmail API sends the correct record to the checked recipient. The status means sending was accepted, not delivered or read; uncertain responses are checked before a retry.Details
Send the individual record
Gmail API sends the correct record to the checked recipient. The status means sending was accepted, not delivered or read; uncertain responses are checked before a retry.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Update the evidence log
Result10Update the evidence log
Google Sheets API records document link, source version, review decision and send identifier. Created records, accepted sends and deferred cases remain distinguishable.Details
Update the evidence log
Google Sheets API records document link, source version, review decision and send identifier. Created records, accepted sends and deferred cases remain distinguishable.
Interfaces
- Power BI API
- Teams Webhook
Result11Defer the attendance case
An unresolved entry stays deferred with an owner and an open question. No record is marked created and no participation scope is inferred from a guess.Details
Defer the attendance case
An unresolved entry stays deferred with an owner and an open question. No record is marked created and no participation scope is inferred from a guess.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Update the evidence log
System landscape
Google Workspace connects attendance and evidence.
- 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
Google Sheets API
Reads confirmed attendance and records document, decision and sending status for each person.
- Interfaces in use
Google Docs API
Fills the approved attendance template without adding performance or qualification claims.
- Interfaces in use
Google Drive API
Loads templates and exports linked records into restricted event storage.
- Interfaces in use
Gmail API
Accepts the sending request for the matching document to each verified individual recipient.
- Interfaces in use
Google Chat API
Presents missing or contradictory details to the responsible training administrator.
- Interfaces in use
Google Apps Script
Orchestrates preparation, mapping checks and controlled continuation of a bounded event run.
- Possible apps & platforms
Google Sheets
Training owners approve the list state and see each participant's processing status.
- Possible apps & platforms
Google Docs
The administrator maintains the approved attendance template and reviews its wording.
- Possible apps & platforms
Google Drive
Authorized roles find the records within the agreed retention period.
- Possible apps & platforms
Gmail
The designated mailbox contains individual sending records and possible replies.
- Possible apps & platforms
Google Chat
Administrators resolve exceptions against the corresponding event case.
Implementation in context
Keep each attendance record tied to confirmed evidence.
The trigger follows a completed training event, not appointment booking, recruitment or employee onboarding. Registration alone is not evidence of attendance. The record describes only the participation confirmed by the responsible owner; learning outcomes, examination results, competence and formal recognition are not inferred.
Event identifier, person, confirmed scope, approval and list version must be unambiguous. Missing contact details or conflicting attendance go to the administrator before creation and sending. If corrections affect an existing document, the owner decides whether to issue a new version; old records are not silently overwritten.
Names, contact details and training participation are personal information. Access is restricted by role, necessary fields and retention are agreed and each record is addressed individually. The workflow uses fixed templates and confirmed data; a language model does not estimate attendance or generate personal performance information.
The run is designed for bounded event groups and splits processing into controlled sections when volume or runtime limits apply. Person and event references prevent duplicate creation, while changed data triggers another comparison. A successful Gmail call records accepted sending only; failures and uncertain responses remain separate and are checked before sending again.
Target picture
Each record comes from explicitly confirmed attendance and an approved template. Missing details are resolved, with document, source version and sending status traceable separately for each person.
Expected benefits
- Confirmed attendance becomes an individual record without repeatedly copying the same source details.
- Missing or conflicting data remains visible rather than creating an apparently complete record.
- Each record has a traceable person, event and source-version link.
- Administrators distinguish document creation, accepted sending and unresolved failures.
- Individual sending avoids attaching a shared participant list to a personal record.
Prerequisites to start
- 01A responsible owner confirms actual attendance and scope after the event finishes.
- 02The training list contains unique person and event identifiers, a version and checked recipient addresses.
- 03An approved template limits its claim to participation and adds no qualification.
- 04Google Workspace access and a designated sending mailbox have the necessary limited permissions.
- 05Role-based storage, data handling and retention are agreed with the business.
- 06Tests cover duplicate lists, corrected names, unconfirmed attendance and uncertain sending responses.
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