Power Automate workflow · Procurement

Tender submission pack for ePerolehan and GLC tenders

Track tender deadlines, collect inputs from each team, and assemble a compliant, compressed PDF pack ready for upload.

TriggerSharePoint — item created in Tenders list (closing date, required documents)
ConnectorsSharePoint · Planner · Microsoft Teams · Adobe PDF Services
CategoryProcurement

The problem

Tender documents are collected over email the night before closing; files exceed upload limits or are in the wrong order.

The outcome

Deadlines tracked, inputs collected on time, and a single pack that meets size limits.

Before you start

  • A tender folder template with numbered subfolders for each required section.

Build it step by step

  1. Create the workspace — Create the tender folder from the template and a Teams channel post with the closing date.
  2. Assign sections — Create Planner tasks per section owner, due 3 working days before closing.
    Expression / setting
    addDays(triggerOutputs()?['body/ClosingDate'], -3)
  3. Daily countdown — A recurrence flow posts outstanding sections to the channel each morning.
  4. Assemble — On 'Ready', merge all sections into one PDF (see the merge flow) and compress.
  5. Check size — If the pack is above the portal's limit, compress again or split by section.
    Expression / setting
    greater(length(body('Merge_PDFs')), 20971520)

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Keep the signed declaration forms as separate PDFs if the portal requires them uploaded individually.

Licensing

  • Adobe PDF Services per transaction; standard Microsoft connectors.

Variations

  • Use Copilot to draft the company profile and compliance statements from past submissions.

Common in: Government · GLCs