Automation of Document Management and Workflows with SharePoint and Power Automate for Precision Engineering and Manufacturing Industry

Expertise: Custom Web Development Web & Enterprise Portals
Verticals: Software & Hi-Tech
Technologies: Web APISharePointSharePoint AdministrationActive Directory IntegrationPower Automate (Workflows)
Home > Portfolio > Automation of Document Management and Workflows with SharePoint and Power Automate for Precision Engineering and Manufacturing Industry
Client Overview
Dynatec SMV is a recognized name in precision engineering and manufacturing. Their expertise spans custom machinery design, component fabrication, and prototype development—driven by a commitment to precision, innovation, and uncompromising quality.
Business Needs

Dynatec was grappling with a legacy system requiring manual file uploads and inefficient management of product files linked to orders. The process to track file versions, metadata, and modifications was cumbersome and error-prone. To improve operational efficiency and data accuracy, Dynatec needed an automated solution.
 

  • Legacy System Overhaul: Needed a shift from manual to automated file uploads.
  • Product File Management: Difficulty in tracking file versions, metadata, and order links.
  • Error Reduction: Needed automated error handling to avoid data inaccuracies.
  • Scalability: Desired future-proof architecture to handle more products and features.
  • File Versioning: Required a system to track and manage file revisions automatically.
  • Metadata Update Automation: Needed a streamlined solution for automatic metadata updates.
Strategy & Solution

Flexsin developed a custom automation solution to streamline the product file management process. The solution was designed to automate file uploads, apply product-specific renaming conventions, and ensure metadata updates without manual intervention.

Front-End:
Front-End: The front-end development involved creating user-friendly interfaces for administrators to oversee the automated processes and monitor file status updates.
 

  • Easy-to-use dashboards for tracking file status and metadata.
  • Quick access to metadata views for detailed file analytics.
  • Automated alerts for administrators on erroneous files.
  • Custom user roles for enhanced workflow management.

Backend:
The back-end of the solution utilized SharePoint's document management capabilities, integrating with Microsoft Power Automate to automate the metadata updates and file handling workflows.



  • Leveraged SharePoint document libraries for efficient file storage.
  • Power Automate workflows ensured seamless file management.
  • Automatic file versioning and custom revision tracking.
  • Integration with legacy systems for smooth data migration.

Development Process:
The development phase focused on ensuring that the solution could scale to support future product categories while maintaining high efficiency in file uploads and version tracking.


  • Scalable architecture built to handle increasing product lines.
  • Ensured the system could be easily updated with new product-specific rules.
  • Custom file upload rules to ensure accurate product categorization.
  • Comprehensive testing to ensure robustness across all workflows.
Business Outcomes

The implementation of Flexsin’s automation solution drastically reduced manual workloads, enhanced metadata management, and improved the accuracy of file tracking and versioning. The solution provided Dynatec with a scalable and error-free system that could handle future growth.


  • Increased Efficiency: Manual processes were automated, saving significant time.
  • Improved Accuracy: Reduced human errors through automated workflows.
  • Customization: Custom file versioning met specific business requirements.
  • Error Notifications: Automatic detection and alerting for erroneous files.
  • Scalability: The solution is future-proofed for expanding product categories.
  • Robust Metadata Management: Centralized metadata analysis with automatic updates.
  • Enhanced User Access: User-friendly interface for admins to manage workflows.
  • Seamless File Management: All files are consistently renamed and categorized.
  • Advanced Analytics: Granular analysis and reporting capabilities on file metadata.
  • Integrated System: Smooth integration with legacy systems and new platforms.
Client's Speak
Flexsin's automated SharePoint and Power Automate solution transformed our legacy document management. The custom workflow automation for file uploads and metadata management has drastically reduced errors and provided the scalable architecture we needed for future growth.

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