Case Studies
Standardizing Project Filing with Power Apps
A energy organization needed a constant way to create and manage project filing structures. However, manual processes caused delays and inconsistencies. To solve this challenge, IncWorx built a lightweight Power Platform solution that automated folder creation, improved governance, and prepared the client for future expansion.
Technologies Supported
- Power Apps
- Power Automate
- SharePoint
The Challenge
Legacy Constraints Slowing the Business
As project volume increased, the client struggled to maintain a consistent project filing structure. Team members created folders manually, which led to naming issues and missing documentation. In addition, project details lived in multiple locations with no central source of truth.
Because of this, project managers spent unnecessary time organizing files instead of focusing on delivery. Moreover, future growth raised concerns about governance, searchability, and scalability.
The Solution
A Unified Microsoft-First Approach
To solve the challenge, IncWorx designed a streamlined Power App that standardized how users create new projects. First, the app guides users through a simple form where they enter the project name, state, and assigned project manager. This approach limits errors and ensures consistent data from the start.
Next, when the user selects Create, the app triggers a Power Automate flow that handles all backend work. The flow automatically creates a complete project folder structure in SharePoint. Instead of hardcoding folders, the flow references a master spreadsheet that defines the approved structure. Because of this design, the client can easily update or expand folder layouts by editing the spreadsheet rather than rebuilding the automation.
At the same time, the flow creates a new term in the Microsoft Term Store under an Active Projects group. This step ensures consistent metadata across SharePoint and improves search and classification. As a result, project content becomes easier to manage and scale over time.
This solution allowed the client to:
- Standardize project filing across teams using a single, guided Power Apps experience
- Reduce manual effort by automating document routing and notifications with Power Automate
- Improve data accuracy and consistency through enforced fields and validated inputs
- Increase visibility into project status and documentation across stakeholders
- Support scalable growth with a solution built on native Microsoft 365 capabilities
The Outcome
Improved Efficiency, Security, and Adoption
As a result of the new solution, the client eliminated manual folder creation. Every project now follows the same structure from day one. Consequently, teams can locate files faster and reduce errors.
Furthermore, the client gained more control over how projects appear across SharePoint. Because the folder structure lives in a spreadsheet, updates require no redevelopment. At the same time, the project list and term store integration created a strong foundation for reporting and automation.
The Conclusion
A Foundation Built for Long-Term Growth
This Power Platform solution demonstrated how simple automation can drive meaningful impact. By combining Power Apps and Power Automate, IncWorx helped the client improve efficiency, consistency, and governance. Most importantly, the solution now supports long-term scalability while remaining easy to manage.