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Development of a Digitized Approval System with Microsoft Power Platform
Emerline developed and implemented a digital approval system based on the Microsoft Power Platform, which transformed manual workflows, significantly reduced delays, increased transparency, and ensured compliance with corporate standards.
Background
Our client, a large transportation company, still managed internal approvals for vacation requests, expense reimbursements, and fleet procurement manually. This approach created serious business problems:
- Slow decision-making: Requests passed through numerous emails and spreadsheets. A vacation request could take a week to approve, while the procurement of critical spare parts could take even longer, directly impacting vehicle downtime.
- Lack of transparency: It was nearly impossible for employees and managers to track the status of a request. This led to constant calls and emails asking for updates.
- Compliance issues: Data on expenses and approvals was fragmented. The lack of a centralized tracking system complicated audits and made it impossible to quickly and accurately monitor compliance with corporate policies.
The company's management realized that these inefficient manual processes were hindering growth and turned to Emerline for a solution.
Conclusion
The implementation of a digital approval system on the Microsoft Power Platform allowed the client to fundamentally transform its internal processes. The shift from manual management to an automated platform not only solved existing problems with delays and transparency but also created a solid foundation for future growth and increased operational efficiency.
Methodology
We used an agile development approach to ensure maximum adaptability and rapid results. Our methodology included the following stages:
Solution
We created a fully digitized approval system built on the Microsoft Power Platform. This solution replaced fragmented and manual workflows with a centralized, intuitive platform.
Key aspects of the solution:
Request submission
Employees submit all requests through user-friendly Power Apps forms, which replace paper documents and scattered emails.
Automated routing
Each request is automatically routed through the appropriate approval chain based on its type, department, or amount.
Real-time notifications
Approvers receive notifications in Microsoft Teams or Outlook and can approve or deny a request directly from these channels, including from mobile devices.
Centralized data storage
All request data and statuses are logged in SharePoint or Dataverse, ensuring complete transparency and traceability.
Seamless integration
The system is integrated with other tools like Microsoft Planner, Outlook (for calendars), and the client's existing procurement systems.
Technology Stack
The solution is built on the Microsoft Power Platform, providing a reliable, scalable, and easily integrable environment for workflow automation:
Results
This approach not only increased the speed and reliability of internal approvals but also made the process more transparent and consistent, which is a major advantage for HR, finance, and compliance departments.
"Before" and "After" scenario:
- Before: Manual workflows, fragmented approvals, slow decision-making, lack of transparency, and compliance issues.
- After: A fully digitized and centralized platform. Automated routing, real-time notifications, increased transparency, and improved operational efficiency.
Key benefits achieved by the client:
- Increased speed and reliability: The system accelerated the approval process, making it more reliable and predictable.
- Improved transparency: Centralized logging of data and statuses ensures full visibility for all teams.
- Increased efficiency: The solution optimized operational processes, reducing errors and delays.
- Better employee and management experience: Employees get faster responses, and managers gain clear control over all requests.
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