Automating laboratory test request submissions with Power Apps & Power Automate

In the pharmaceutical manufacturing industry, where precision and compliance aren’t just goals, but non-negotiable metrics—a global pharmaceutical manufacturer struggled with its lab testing workflows due to disruptive bottleneck and manual Test Request Form (TRF) process. Partnering with Data Science Dojo, they adopted a low-code solution using Microsoft Power Platform, integrating together Power Apps, SharePoint, and Power Automate into a system that not only fixed the fractures but redefined operational efficiency for their labs.

The challenge of inefficient manual submissions

A global pharmaceutical manufacturer relied on manual Test Request Forms (TRFs) submission for lab sample analysis. The process was setup on top of rigid Microsoft Forms that simply couldn’t keep up with its compliance and precision requirements. With no draft mode, no dynamic data validation, and a cap of roughly 5 samples per submission, teams spent nearly an hour manually entering data, often repeating the process multiple times for larger batches. Behind the scenes, teams spent 2-3 days restructuring raw form outputs into LIMS-ready Excel files, adding more friction to an already strained workflow where precision and traceability were essential.

The company needed to rebuild the process end-to-end, aiming for faster submissions, stronger validation, and a process that could finally scale with laboratory demand.

Building a smarter workflow with Power Platform

Data Science Dojo stepped in to reimagine the Test Request Forms submission as automated process for the lab sample analysis. Data Science Dojo designed a modern TRF system grounded in three core components: a user-friendly Power Apps submission layer, a SharePoint-backed data model, and automation workflows in Power Automate.

At its core, Power Apps delivered a canvas-style interface with customizable dropdowns pulling from SharePoint lists, using conditional rules to enforce mandatory fields such as Quantity and Lot Number—only when they were relevant. SharePoint Lists served as the secure backbone, organizing everything into relational lists, like lists for clients, contacts, test methods, submissions and specifications. Then came Power Automate to tie it all together with flows that kick off on form submission, intelligently merging form data into pre-formatted Excel files, and sending tailored notifications using conditional logic that routes compliance alerts to the right approvers.

A phased rollout for seamless adoption

The implementation unfolded in deliberate stages to ensure a seamless transition for every team involved. It began with the design of the Power Apps interface and the creation of structured SharePoint lists, forming the backbone of the data model. Once the foundation was established, automation flows in Power Automate were developed to handle data merging, generate Excel outputs, and trigger email notifications without manual intervention. Integration and testing in Power Apps Studio refined the workflow, validating mappings, conditional logic, and the user experience from draft creation to submission. After the system proved stable in field testing, it was deployed through the Power Platform Admin Center with precise role-based access. Features such as the Records Gallery for drafts and automated distribution to internal and external recipients were enabled from day one, giving users an immediate lift in speed, accuracy, and overall reliability.

Enhancing lab efficiency and compliance

By replacing a rigid, manual workflow with a flexible, validated, and automated system, the client gained measurable efficiency, improved compliance posture, and a scalable model for future digital transformation across laboratory operations. The transformation redefined the Laboratory Test Request Submissions that used to take up nearly an hour, now clock in under 10 minutes, dropping manual effort by 80%. Same-day processing became the norm, even for forms containing more than 50 samples, transforming a task that once took two to three days into a seamless, efficient workflow. SharePoint’s transparency enabled managers to monitor submissions in real time without intrusive oversight, while automated alerts and proactive validations reduced errors to under 3%, eliminating rework and ensuring data integrity. The low-code foundation offered the flexibility to evolve, like enabling the addition of new test types and features as needs changed.

Built on the Power Platform, the TRF framework now serves as a scalable foundation for the client’s ongoing lab automation initiatives, supporting greater efficiency and adaptability across their operations.