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- Automate SSL certificate requests and sharing within your organization.
- Uses Microsoft Forms, Power Automate, SharePoint Online, and Exchange Online.
- Includes email validation, approval, access assignment, and secure delivery.
- Designed for Microsoft 365, Middleware, DevOps, and Enterprise Support teams.
Table of Contents
Introduction
Manual SSL certificate sharing often requires repeated emails, approvals, permission changes, and file transfers. This becomes difficult to manage when many applications and users are involved.
Using Microsoft Forms and Power Automate, the process can be standardized from request submission to approval, SharePoint access, and certificate delivery.
Automation reduces manual effort while approval and access controls keep certificate sharing secure and auditable.
Business Challenge
The manual process introduced several operational and security challenges:
- Requester details were verified manually.
- Requests did not follow a standard format.
- Approvals and delivery required repeated follow-ups.
- Sensitive files could be shared through uncontrolled channels.
- Tracking request, approval, and delivery history was difficult.
Solution Overview
Microsoft Forms collects the request, Power Automate manages the workflow, SharePoint Online stores the certificate, and Outlook sends notifications.
| Component | Purpose |
|---|---|
| Microsoft Forms | Captures certificate request details. |
| Power Automate | Manages validation, approval, access, and delivery. |
| Approval Connector | Sends the request to the Certificate Administrator. |
| SharePoint Online | Stores certificate files and manages reader access. |
| Exchange Online / Outlook | Sends certificate, private key, and rejection emails. |
Power Automate Workflow Diagram
The flow validates the requester before approval. Approved requests receive the certificate and SharePoint access, while rejected or unauthorized requests are stopped.
A valid corporate email proceeds to approval. Approved requests receive the certificate and private key through separate emails. Rejected or invalid requests do not receive access.
Step 1: Certificate Request Form
Users submit requests through Microsoft Forms. The form captures:
- Requester Name
- Email Address
- Application Name
Submitting the form automatically starts the Power Automate flow.
Step 2: Organizational Email Validation
Power Automate verifies that the requester belongs to an approved corporate domain.
endsWith(emailAddress,'@company.com')
Requests from non-approved email domains are terminated automatically.
Step 3: Approval Workflow
After validation, the Certificate Administrator receives an approval request containing:
- Requester Name
- Email Address
- Application Name
- Request Timestamp
The administrator selects Approve or Reject. No certificate or private key is sent until the request is approved.
Step 4: Automated Certificate Distribution
After approval, Power Automate sends two separate emails.
Email 1 – Certificate Delivery
Subject: Certificate Request Approved Attachments: certificate.crt certificate.pem Body: Your certificate request has been approved. SharePoint read access has been granted.
Email 2 – Private Key Delivery
Subject: Private Key File Attachment: privatekey.key Body: Please find the private key file attached. This file is confidential and should be stored securely.
Use encryption, password-protected files, restricted access, or secure vault-based storage for stronger protection.
Step 5: SharePoint Access Assignment
After approval, Power Automate grants Reader access to the relevant SharePoint library or folder and sends the repository link.
User Approved
│
▼
Power Automate
│
▼
Grant SharePoint Reader Access
│
▼
Send Repository Link
This removes manual permission assignment and ensures access is granted only after approval.
Security Design
| Control | Purpose |
|---|---|
| Email Domain Validation | Blocks external or unauthorized requests. |
| Approval Workflow | Ensures certificate sharing is authorized. |
| Separate Email Delivery | Reduces exposure of the certificate and private key together. |
| SharePoint Reader Access | Provides controlled repository access. |
| Power Automate Run History | Tracks each workflow execution. |
| Approval History | Records approval and rejection decisions. |
Store certificate files and private keys in separate secured repositories and retain request, approval, and access logs.
Key Takeaways
- Microsoft Forms provides a standard request portal.
- Power Automate manages validation, approval, and delivery.
- SharePoint provides controlled certificate access.
- Certificate and private key files are delivered separately.
- The solution improves security, efficiency, and auditability.
A manual email-based activity becomes a secure, automated, and auditable SSL certificate sharing process.
Category: Microsoft 365 Automation, Power Automate, SharePoint Online, Enterprise Security, SSL Certificate
Author: Pradeep V
Blog:
MiddlewareBox.com
