Fix broken business processes with SharePoint, Flow, and PowerApps

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All companies have processes which might be broken. You comprehend it when a couple of individuals are doing a couple of issues in a couple of puts to get a selected job whole. Ask round, I’m positive that your business has a couple of broken processes. Mine did. Our broken business procedure used to be associated with monitoring the purchases that we make for shoppers. I spotted numerous e mail flying again and forth from other folks soliciting for issues.

“could you send me the receipt for __________”, “who did you buy ____________ for”, “what was the RMA# for _________”, “can you send me the quote for this order?” and on and on. This is how you could have a broken procedure.

Several participants of my IT workforce make purchases on behalf of shoppers. These might be device licenses, subscriptions, Microsoft Azure and Office 365 utilization, , cables, truly absolutely anything that a pc community must serve as. We wanted a easy method to observe those purchases.

Using SharePoint to mend our broken business procedure

Since we already had an energetic Intranet, SharePoint used to be the most obvious answer. I created an inventory there with the fields that we required and an attachment box so we will seize the unique receipt and the quote, too. In the determine underneath, you notice what our purchases web page looks as if. It’s only a easy listing. SharePoint calls this a “modern list” as it gives further choices with Excel, Flow, and PowerApps. On the left is a standing indicator to accounts receivable to notice whether or not they’ve entered this acquire into our accounting web page or no longer. The default price is No and then they turn it to Yes when they’ve executed what they want to do. We additionally seize the unique receipt for the object(s). The attachments column is off the picture, however presentations up as the standard paperclip icon letting accounting know that the attachment used to be uploaded. If you haven’t made an inventory earlier than you’ll be able to discover a easy how-to right here and a video educational right here.

Custom SharePoint modern list

Here’s how I did it. First, I created a typical SharePoint library. Then I added and organized the columns right into a layout that made sense for monitoring purchases. The data you notice above will get populated into the web page the usage of a kind that SharePoint routinely generates from the column listing at the web page. I added some descriptions to the fields so the individual coming into the tips is reminded what must be entered. I additionally made maximum fields necessary. This will make sure that we get the entire data that the accounting workforce wishes. Most of those fields are lovely same old, however the Description box is especially vital to our individuals who create invoices as a result of in the event that they have a look at the receipt for the object description all they’ll see is technical gibberish, and if our shoppers were given that on an bill they wouldn’t know what it’s both. So, soliciting for a undeniable description for bill functions is vital for the good fortune of this type. As with all initiatives of this kind, speaking to the entire gamers involoved is important to the adoption of the brand new procedure.

add a new item to the list

 

Upload attachments, add extra notes

Now we had a spot in SharePoint for the purchases to be entered. Next, I sought after to save lots of my workforce from having to test to look if there have been new purchases made. We are a small corporate and a consulting company, so there are days that there aren’t any. I didn’t need someone losing time checking on an empty listing. I requested accounting what they wanted from the notification and it seems they just truly wanted sure data from an alert — and the aim isn’t to understand when a purchase order used to be added however fairly to understand after we’re getting just about a credit score prohibit. We have business traces of credit score with our more than a few distributors, and all through sure busy seasons, like Microsoft Volume license renewals, we’ll in finding ourselves bumping into the ones limits. So the notices want to allow them to understand how a lot a purchase order used to be made for and which of our traces of credit score did it hit. This is solely sufficient data for them to mentally come to a decision whether or not they had to be excited by our present credit score standing or no longer. Had I no longer spoken to them, I might have concept that realizing if there used to be an access used to be the vital section; as an alternative I discovered that they input those into the accounting machine on a agenda anyway, and they have been getting into the listing to search for one thing totally other. So I take advantage of Microsoft Flow to present them simply what they sought after.

Using Flow to generate e mail signals

Use Microsoft Flow to generate email alerts from Sharepoint list items

To give them the alert they wanted, I used Flow to generate an e mail each and every time a brand new acquire is entered into SharePoint. In the screenshot, you’ll be able to see the content material of the e-mail. It says, A brand new merchandise used to be added through ________________. Purchased for: _________________, within the quantity of __________ from _____________________. All of the blanks are populated from the SharePoint listing information. I even cleverly added a few emojis to the signature. ?

Using Flow is a most commonly acquainted wizard-based procedure, however you’ll be able to get fancy with it, too. If you haven’t used Flow earlier than you may need to overview this educational.

Using PowerApps to create the cellular enjoy

At this level, the target used to be met. However, for the reason that we’ve such a lot of gear to be had in Office 365 that combine with SharePoint, I took it one step additional and used PowerApps to create a cellular access shape. This would permit my workforce to go into the acquisition from their cell phone. The folks that may use the cellular app want to set up PowerApps from the cellular retailer on their telephone. It’s to be had for Apple, Android, and Windows telephones. Once they log in with their Office 365 account, they see the Purchases Made PowerApp proper alongside with the entire pattern apps and can pin it to their menu the place they prefer.

Custom PowerApps mobile application

When the PowerApp is opened it items a reside listing of present entries from the SharePoint web site.

List of recent purchases

Clicking at the + within the higher proper nook lets in a brand new access to be made. All of the acquainted fields are there with the exception of the attachments add.

Add new item screen

Now, I’m only a amateur with PowerApps. There’s much more there than what I did. I mainly walked myself throughout the wizard. If you’d like to look what that have is like I made a brief how-to over right here.

So with simply a few hours and no developer coding abilities in any respect, I used to be in a position to make use of the gear to be had to us in Office 365 to create a pleasing answer for a broken business procedure with an advantage cellular access utility. Imagine the probabilities that SharePoint, Flow, and PowerApps can convey for your business. With a bit of effort, you’ll be able to now resolve a broken business procedure and make anyone’s task a bit of bit extra delightful. As with any business procedure, the important thing to good fortune is all about speaking to the entire gamers concerned to determine what they truly need and want from the answer. The solutions would possibly wonder you, as they did me, however in any case we were given an answer that everybody used to be fascinated by — and mounted a broken business procedure.

Photo credit score: Shutterstock


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