A Digital Approval System for a Transportation Company

LeverX streamlined a client's manual workflows by developing and implementing a digital approval system on the Microsoft Power Platform.

Client and Challenge

A large transportation company managed its internal approvals for vacation requests, expense reimbursements, and fleet procurement manually. This outdated approach created several serious business problems:

• Slow Decision-Making: Requests moved slowly through numerous emails and spreadsheets. For example, a vacation request could take up to a week to be approved, and the procurement of critical spare parts took even longer, which directly impacted vehicle downtime.
• Lack of Transparency: It was nearly impossible for employees and managers to track a request's status, leading to constant emails and calls for updates.
• Compliance Issues: Data on expenses and approvals was fragmented. The absence of a centralized system complicated audits and made it impossible to accurately monitor compliance with corporate policies.

The company's management realized these inefficient manual processes were hindering growth and turned to LeverX for a solution.

Methodology and Approach

LeverX used an agile development approach to ensure adaptability and rapid results. The methodology included four key stages:

1. Research and Analysis: The team conducted a deep dive into the client's current manual processes. They interviewed key employees from various departments (HR, finance, logistics) to identify bottlenecks and create a comprehensive map of existing workflows.
2. Solution Design: Based on the gathered data, LeverX designed the system architecture, including Power Apps forms, routing logic in Power Automate, and the data storage structure in SharePoint / Dataverse.
3. Iterative Development and Prototyping: Instead of building the entire system at once, they developed iterative prototypes for each type of approval and demonstrated them to the client for feedback. This allowed for early adjustments.
4. Implementation, Training, and Support: After final approval, the system was implemented and integrated with the client's existing tools. LeverX conducted training sessions for end-users and administrators and continued to provide technical support and gather feedback for further improvements after launch.

Solution

To address the challenges, LeverX created a fully digitized approval system built on the Microsoft Power Platform. This solution replaced manual, fragmented workflows with a centralized, intuitive platform. Key aspects of the solution included:

• Request Submission: Employees submit all requests through user-friendly Power Apps forms, which replaced 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 requests directly from these channels, even on 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, and the client's existing procurement systems.

Technology Stack

The solution is built on the Microsoft Power Platform, providing a scalable and easily integrable environment for workflow automation.

• Platform: Microsoft Power Platform
• Core Components: Power Apps, Power Automate, SharePoint / Dataverse
• Integrations: Microsoft Teams, Outlook, Planner, and the client’s existing systems

Results

The implementation of the digital approval system fundamentally transformed the client’s internal processes. The shift from manual management to an automated platform solved existing problems with delays and transparency and increased the speed and reliability of internal approvals. Key benefits achieved by the client included:

• Increased Speed and Reliability: The system accelerated the approval process, making it more reliable and predictable.
• Improved Transparency: Centralized data logging 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.