Transform Business Process with SharePoint and Office 365

Form or paper-driven business processes are very error-prone. At the same time, daily recurring and constant processes consume a lot of time that employees could better use for really important tasks. Problems such as possible data loss, difficult data traceability, increasing data volume and, last but not least, more and more political requirements should be seen as an opportunity to make business processes digital, efficient and easy to optimize.

However, work processes in companies are as individual and different as the companies themselves, which is why it is often difficult to use standard solutions. At the same time, it is necessary for processes to be mapped across applications.

Our solution: SharePoint workflows, Microsoft Power Automate and/or PowerApps for the digital mapping of the processes in which data from a wide variety of systems can be integrated. In this way, simple as well as complex multi-stage processes can be automated in a transparent and traceable manner.

Digital business processes with SharePoint workflows

Processes in SharePoint can be made available to users very specifically for certain document types or generally as a release process for all documents. In doing so, approvers can be defined in principle or determined by the requester at the start of a workflow. A workflow can be started at any time, either manually or automatically when a document or element is created or changed.

Examples that are ideal for using SharePoint workflows include digital approval requests, automated notifications, automated document control and change management.

Approval requests or task assignments through workflows are implemented with workflow tasks that are assigned to the users. Optionally, an e-mail notification can be sent about the new workflow task. Of course, with SharePoint workflows, data from sources other than SharePoint can also be integrated into the process automation.

Digital business processes with Microsoft Power Automate

Microsoft Power Automate (formerly Microsoft Flow) is a great connector for services in Microsoft Office 365 and beyond. With Flows, an incredible number of applications from Office 365 can be connected to each other and to applications outside the Microsoft family. The most common services are Outlook, SharePoint, OneDrive, Notifications, RSS and Twitter, but Salesforce, Trello and Dynamics can also be linked using Power Automate.

A large set of templates helps above all when creating your first own flows. If no suitable template is available, the templates can be modified or flows can be created without a template. Every user can create their own flows for their own processes – usually without any programming knowledge. At the same time, flows can also be provided globally for the entire company.

Microsoft Power Automate is also available for mobile devices so that processes can be viewed, managed or created while on the go.

If you need support with the implementation or help in the configuration of your first own flows, Al Rafay Consulting has one of the best teams of developers with vast experience and is best Microsoft development firm.

Digital business processes with Microsoft Power Apps

PowerApps enables employees to quickly and easily create their own apps using a modular system and without code. Like flows, the apps can be linked to data sources from Office 365 and also to applications outside the Microsoft product range. In this way, information and processes can be mapped quickly and different data sources can be linked with one another. The created apps can then be used online and mobile throughout the company. As with Flow, some templates are available for creating apps, which are particularly suitable for getting to know how PowerApps work:

The possibilities of using PowerApps for process optimization are as diverse as the company requirements. PowerApps is primarily used to optimize Office and external interfaces.

In general, PowerApp applications can be easily linked to Microsoft Power Automate or Nintex. After creating a vacation request or a home office request in an app, an approval flow can be triggered automatically. In addition, data can be recorded very easily using apps while on the go and processed automatically via flow, for example by automatically creating a suitable CRM entry for the recorded lead.

Benefits from process automation

  • Elimination of daily recurring tasks and increase productivity
  • Automated sending of content and approvals
  • Enabling a high level of transparency and traceability, as each step is logged and can be viewed at any time
  • Errors in the process flow can be almost completely eliminated by validating the entries (checking for plausibility).
  • Ensuring legal compliance by designing processes in accordance with legal and governance requirements 

The digitization of business processes is an essential step in the change towards a lively work culture for existing and new generations of employees. If you look at the whole thing sustainably, costs can be reduced and efficiency increased. Work processes are optimized and remain fully in view at all times.

Also Read About: Why choose our SharePoint consultancy services for your business?

As a SharePoint consulting firm, Al Rafay Consulting will be glad to help you in deciding the right tool, automating your processes and implementing the individual solutions. We provide you with tools, ready-made solutions and the necessary know-how so that the employees in your company can work efficiently and in a modern way.