UK renewable energy specialist. Fast moving and growing market, looking to capitalise on the emergence and growing popularity of sustainable energy technologies. Technology seen as a key enabler for both change and differentiation.
Pain points
In recent months, the organisation had invested considerable time and resources into the development of its SharePoint platform as they looked to form a comprehensive Enterprise Data Management (EDM) solution that would deliver noticeable value, whilst utilising its existing SharePoint libraries.
However, it had not been a straightforward process, as the organisation faced challenges in delivering the exact feature set and functionality they required from their SharePoint platform.
One major challenge was how to develop a solution that would manage the sharing of documents and assets across multiple internal user communities along with external partners and contractors for the active management of projects. Projects consisted of multiple forms documents, content and assets which needed to be shared securely with robust version control and complete traceability. Project managers required unencumbered access, based on their individual profile, and a seamless process for the creation of transmittals.
They also had a large volume of document templates in its SharePoint libraries that were used as the basis for published documents. Prior to publication, three levels of approval are required, which presented its own unique set of challenges in terms of process efficiency.
To address this, the business developed a Flow workflow prior to engaging Circyl but this did not incorporate a physical signature to the document at each approval stage. This was a fundamental stage in the overall process and would often cause further process delays.
Therefore, they engaged Circyl to implement a sophisticated SharePoint solution that would streamline these critical processes.
Objectives
In response to these challenges, Circyl proposed two key projects under the banner of ‘transformation and enhancement of document management processes. Through the adoption of Microsoft-based technology on both PowerApps, the customer could leverage the extensive integration features from its existing Office 365 platform.
During the first project, Circyl’s main focus was to support the client in establishing the necessary feature set and functionality. To achieve this, Circyl designed, developed, and deployed a sophisticated document transmittal solution that effectively utilised the client’s existing SharePoint content.
Upon completion, Circyl’s attention turned to the second phase of the project where they helped the customer develop and incorporate a solution into the Flow (now called Power Automate) they had previously developed. This stage addressed the issue of physical signatures.
The overarching aim of both projects was to drive efficiency and control, whilst improving productivity and traceability throughout the organisation, providing the organisation with an easy-to-use solution that would deliver short and long-term benefits.
Outcomes/values
On completion of the first project all users now had access to an efficient document transmittals solution that enabled them to manage the distribution of documents to internal users, external partners, and contractor communities.
With this solution in place, authorised users are now able to select documents from several different SharePoint libraries, apply attributes to these and package them into a single transmittal for distribution.
Not only this, but security features ensure that only authorised recipients have the permission to access confidential or sensitive documents.
Records of all transmittals are now stored in a log, including details of the exact document version sent and the date/time of delivery. What this means is that the business now has a comprehensive audit trail for all the documents they have distributed, allowing them to keep track of transmittals.
Circyl drew upon its own experience and expertise to deliver a solution that is easy-to-use and that seamlessly utilises Microsoft PowerApps and Power Automate, which have been embedded into the organisation’s existing SharePoint environment.
During the second project, Circyl developed a solution that incorporates an agreed process into the pre-established Flow and was built in a way that allows authorised users to utilise it in any additional libraries or Flows. The engagement also allowed for the adaption of document templates, structured to incorporate a signature panel that has been integrated with Adobe Sign.
Technologies utilised
During the project, Circyl leveraged the following technologies:
Adobe Sign: Adobe Sign is an integral component of the Adobe suite and allows users to apply a signature to a document either by uploading a signature image, typing a signature or physically signing on-screen.
Power Apps: PowerApps is a service used for building and using custom business apps that connect to your data and work across the web and mobile, without the time and expense of custom software development.
Power Automate: Power Automate is a service designed to help businesses create automated workflows between popular apps and services, allowing them to synchronise files, receive notifications and collect data.
SharePoint: SharePoint is a web-based collaborative platform that integrates with Microsoft Office, enabling organisations to manage and store documents efficiently. It is highly configurable, and solutions can be tailored to meet the unique needs of any organisations
Want to know more?
Circyl offer free consultations to allow businesses to discuss their productivity issues and ask us in-depth questions about our services and pricing.
Call 03333 209 969 to speak to a member of our team directly or send a message by filling in the contact form here.