📧 Form Submission PBI: "Apply Now" Notification via Power Automate 🌐

[edkranz]

Objective: Configure the "Apply Now" form on the Vercel-hosted static site to securely submit data to a Power Automate Flow, triggering an immediate email notification via the Office 365 Outlook connector to the admissions team with the applicant's details.

Dependency	Owner	Status
Final Form Design & Fields	[Design/Product]	Done
Access to Power Automate & Exchange Connector	[Dev/Ops]	To Do

✅ Task List

1. Power Automate Flow Creation (Backend Setup)

• Create New Flow: Start a new Power Automate Flow from scratch, selecting the "When an HTTP request is received" trigger.
• Define Schema: Paste a sample JSON body (representing the form fields like Name, Email, Phone, etc.) into the trigger's "Request Body JSON Schema" field to define the expected input structure.
• Add Send Email Action: Add the "Send an email (V2)" action (using the Office 365 Outlook connector).
  • Recipient: Set the recipient to the admissions email address (e.g., admissions@firebootcamp.com).
  • Subject: Define a clear subject (e.g., "New FireBootCamp Application from [dynamic Applicant Name]").
  • Body: Use the dynamic content tool to include all submitted form data clearly in the email body.
• Save and Get URL: Save the Flow. Record the unique HTTP POST URL generated by the trigger.

2. Static Site Form Configuration (Frontend Update)

• Review Form: Finalize all required input fields on the "Apply Now" form.
• Form Submission Logic: Modify the static site's JavaScript/front-end code to use an asynchronous POST request for form submission.
• Endpoint Target: Set the submission target URL to the unique Flow URL recorded in Task 1.
• Data Formatting: Ensure the front-end data is collected and sent as a JSON object in the body of the POST request.
• Input Validation: Implement basic client-side validation to ensure required fields are present before submission.

3. Security, Testing, and User Experience

• Spam Protection: Implement a basic level of spam protection on the form (e.g., a honeypot field or simple CAPTCHA integration).
• End-to-End Test: Fill out and submit the form on the live Vercel deployment to confirm the full submission chain works, and the recipient receives the email via Exchange/Outlook correctly.
• User Feedback: Implement successful and failure messages on the form's front-end after the submission attempt (e.g., "Thank you for applying!" or "Submission failed, please try again.").
• Error Handling: Ensure the form's JavaScript handles the success (HTTP 200) or failure responses from the Power Automate Flow endpoint.