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Case Study

Modernizing an Ad Approval Process with Microsoft Power Platform
Technologies Supported: Power Apps Power Automate SharePoint

SharePoint Designer 2013 was reaching end of life, and this nonprofit’s ad approval process still depended on it. IncWorx rebuilt the workflow using Power Apps, Power Automate, and modern SharePoint, removing legacy dependencies for good.

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 This created a system that was outdated and hard to support.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This approach allowed the client to modernize their approval process, streamline reviewer tasks, and eliminate outdated workflow dependencies.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 Results

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.

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.

The Microsoft technology stack provides the infrastructure and software necessary to maintain and grow your business. Combining Azure, SQL Server databases and SQL Server Integration Services packages provided this customer with a secure and robust data processing platform that will ensure the growth of their business for years to come. Do not delay your opportunity to get more from your data with ETL development.

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