Challenges
Background
- Increasing amount of documentation both within the company and with contractors
- The obsolescence of the existing systems and the need to update them
- The need to automate new document approval processes
- Active implementation and transition by the headquarters to Microsoft 365 cloud technologies
The existing system became obsolete and didn’t meet requirements anymore
Technology challenges
- Building new solutions based on Microsoft cloud technologies in accordance with the company’s overall IT infrastructure
- Using SharePoint Online and Teams for document collaboration
- Using Power Automate for building document approval flows
- Integration with Dynamics 365 CRM to organize work with counterparties
Analysis
Objectives
- Improve employees’ efficiency by:
- creating an integrated environment for document collaboration
- automating documents approval process in accordance with specified routes
- automating document review process
- reducing search time
- Integrate with the CRM system to exchange data on counterparties
- Reduce document processing costs
Tasks
- Requirement gathering and analysis
- Development of mockups and business process diagrams
- Technical solution design and approval
- Solution development:
- Sites and document storage structure in SharePoint Online
- Contactors directory synchronization, SharePoint Online <-> Dynamics 365 CRM
- Document cards in SharePoint Online
- Documents approval route builder in Power Automate
- Tracking documents status at different stages – Teams and Outlook
- Notifications to participants regarding approval and review tasks
- Notifications about overdue tasks and statuses
- Organization of employees’ access rights
Development
Solution design
- Dynamics 365 CRM – account data management
- Microsoft Graph – various functions like obtaining user_out_of_office status, doc-to-pdf conversion, and others
- SPFx development – custom forms with advanced user experience
- PowerApps – quick and simple user forms creation
- Power Automate – approval and notification workflows
- SharePoint Online – document storage
Business flow
- Contract and document drafts
- Approval workflow initiation
- Task assignment and notifications in Teams / Outlook
- Document approval / rejection
- Incoming executed contracts – scan file management
- Sync corresponding contract (SPO) <-> account (D365 CRM)
Front-end
Result
Project result
- Document flow implementation in one of the company’s departments
- Ensuring transparent connection between clients’ documents and contactors’ data in D365 CRM
- Automation of deadlines control and task monitoring
- Use of Teams and Outlook to quickly process tasks and notifications
- Secure data storage in Microsoft 365 Cloud on the customer’s corporate tenant
- A transparent system architecture in the scalable cloud
Approval processes and work with documents can now be done faster
Client feedback
We decided to hire ISDK for this project. Already during pre-project works, they provided very detailed planning of the tasks and explained the concept of the future solution. This helped us to better visualize the expected project outcomes.
ISDK team proved to be real professionals in key Microsoft cloud competencies. They also helped us transfer solutions between corporate tenants and support them.
Arvato Bertelsmann
