Added value for the client
01
1,400 automated processes per month – with zero manual effort
02
Error rate of around 1%, primarily due to user actions
03
Standardized, secure permission assignment based on predefined groups
04
Stable operation with no discernible performance issues
05
High level of user-friendliness thanks to a streamlined, clear design
06
Starting point for further automation within the Microsoft environment
The Situation
Eirich, a company specializing in industrial processing technology, uses SharePoint Online as a central repository for project files. Every new order requires a recurring, clearly defined folder structure—the foundation for an organized daily workflow.
Previously, these folders had to be created manually and assigned the appropriate access permissions. This process consumed valuable time during daily operations and frequently led to errors.
The Challenge
The goal was to automate the setup of new orders using a standardized folder structure. This required first migrating the existing quotation drive entirely to SharePoint, including a tailored permission structure.
The priority was not merely technical implementation but, above all, practical usability in day-to-day operations: achieving noticeable time savings and a system that functions reliably without requiring technical expertise.
Our Approach
We began by setting up a test environment where the existing drive structure was replicated as document libraries in SharePoint. Building on this, we developed Power Automate flows that automatically create a predefined folder structure for each document library. Simultaneously, the solution ensures that the correct permissions are automatically applied based on established user groups.
We developed a custom Power App for end-user interaction: the user simply enters the quotation number and selects the document library, and the automated process starts immediately. Following a successful test run, the solution was deployed to the production environment and enhanced with additional practical settings—such as options for using the desktop app and preventing unnecessary local synchronization.
The Added Value
Today, the solution is firmly embedded in Eirich’s daily workflow, utilized multiple times a day—totaling around 1,400 uses per month. Users save a significant amount of time, and the app runs reliably with no discernible performance issues. The error rate stands at approximately 1 percent, with the vast majority of errors stemming from incorrect user input. The solution is also impressive in terms of quality: its minimalist, clear design further reduces the risk of errors, while predefined access settings within the workflow ensure standardized and controlled permission management. The project demonstrates how a recurring process can be effectively digitized and standardized, resulting in a stable, well-received solution that delivers tangible added value to daily operations.
