Transforming Document Governance with SharePoint and Power Platform
The Client’s internal departments were using an outdated DMS workflow solution that lacked flexibility, visibility, and modern automation capabilities. The rigid approval process, manual change requests, and absence of delegation feature created inefficiencies and compliance risks as document volumes grew. Zelite Solutions partnered with Al Beed to implement Microsoft Dynamics 365 Sales, empowering the company with automation, reporting, and streamlined customer engagement.
Industry
Time Required
Engagement Model
Solution
Current Phase
Technologies
- Limited flexibility with predefined approver paths
- No option for adhoc approval workflows
- Manual handling of change requests causing delays
- No delegation mechanism for approvers during absence
- Lack of real-time visibility and actionable notifications
- Inefficient tracking and audit history
- High dependency on IT for configuration changes
- Fragmented security and access management
Zelite Solutions implemented a modern, scalable Document Approval Workflow System using SharePoint Online, Power Apps, and Power Automate, delivering:
- Configurable Approval Paths: Predefined and adhoc workflows
- Dynamic Routing: Intelligent workflows for both approval modes
- Delegation Feature: Approvers can assign responsibilities during absence
- Actionable Notifications: Multi-channel alerts via Email and Teams
- Enhanced Security: Integrated with Microsoft Entra ID (Azure AD)
- User-Friendly Interface: Power Apps form integrated with SharePoint Lists and Document Libraries
Requirement Analysis & Design
Mapped existing logic, identified business rules, and designed intuitive forms.
Power Apps Development
Built dynamic forms with advanced validations and custom approval chains.
Workflow Automation
Developed intelligent flows for predefined and adhoc approvals, change request loops, and delegation.
Technical Architecture
Power Platform + SharePoint Online backend with enterprise-grade security.
- Eliminated manual follow-ups with automated notifications.
- Increased transparency through complete audit logs
- Improved flexibility with adhoc workflows and delegation
- Enhanced compliance and security with structured access control
- Reduced IT dependency via configurable settings ined Al Beed’s team to manage lists and nurture leads within CRM.
The new Document Approval Workflow provides the Client with a responsive, compliant, and scalable system, laying the foundation for future automation initiatives.
