Case Studies
Modernizing an Ad Approval Process with Microsoft Power Platform
A national non-profit needed to modernize its outdated ad approval process. The process relied on a classic SharePoint list, file attachments, and SharePoint Designer 2013 workflows. With SPD 2013 reaching end of life, this non-profit was modernizing its sites. They partnered with IncWorx to rebuild the process using Power Apps, Power Automate and modern SharePoint. The result was streamlined, secure, and user-friendly approval experience. The new system removed legacy dependencies and aligned with Microsoft 365 best practices.
Technologies Supported
- Power Automate
- Power Apps
- SharePoint Online
The Challenge
When Legacy Systems Hold Back the Process
The organization’s ad review workflow used classic SharePoint lists and SharePoint Designer 2013 workflows. This created a system that was outdated and hard to support. Reviewers worked with file attachments and legacy approval logic, which slowed the process. The experience lacked a modern interface, making tasks harder for reviewers. They struggled to access information quickly or complete reviews efficiently.
From an IT view, the workflow was difficult to maintain and no longer aligned with Microsoft’s roadmap. SharePoint Designer was retiring, and the organization needed a more intuitive and governed approach. It became clear the existing setup could not scale or evolve. The organization needed a modern solution that kept key business rules. It also had to improve usability, automation, and long‑term maintainability.
The Solution
Building a Modern End-to-End Approval Experience
IncWorx designed a modern approval system using Power Apps, Power Automate, and modern SharePoint. The custom Power Apps canvas app gives reviewers a streamlined experience. It includes a personal dashboard, an integrated review screen, and read‑only metadata for context. Reviewers can add comments and choose clear Approve or Reject actions.
Two Power Automate flows support the core workflow. The Approver Assignment Flow fills the Approvers field based on the Review Type in a configuration list. This ensures consistency and reduces manual work. The Reviewer Notification Flow sends each reviewer an email and adaptive card when an ad is ready. This improves visibility and speeds up response times.
Modern SharePoint stores all ad files and metadata in a structured document library. This replaces the old list and attachment model and creates a more scalable, maintainable foundation.
This approach allowed the client to modernize their approval process, streamline reviewer tasks, and eliminate outdated workflow dependencies.
The Outcome
A Modernized Workflow That Delivers Immediate Results
The new solution delivered immediate improvements across the organization. Reviewers now use a modern interface that simplifies file access and task completion. The new design removes friction that slowed the previous system. Eliminating SharePoint Designer workflows reduced technical debt and improved stability.
Power Automate now manages routing and notifications for all reviews. Reviewers receive timely prompts, and approvals move forward without manual effort. Structured metadata and configuration lists strengthened governance and improved maintainability. The new architecture follows Microsoft 365 best practices and supports future growth. The organization now benefits from a scalable approval process that adapts as needs change.
The Conclusion
Positioned for the Future with a Modern Approval Process
By replacing legacy workflows with a modern Power Platform solution, the organization gained a faster and more reliable process. Reviewers now benefit from a streamlined experience with automated routing and improved visibility. IT teams also see reduced technical debt and stronger governance. With this new foundation, the organization can evolve its processes over time. It is also well positioned to build more modern solutions across Microsoft 365.