Document Approval - SharePoint Online


Shipping and Logistics


Microsoft SharePoint Online using Microsoft Flow


Client group is a privately-owned company, specializing in the delivery of high quality shipping, logistics and marine services to customers worldwide. Emphasizing a long-term approach, innovation, ethics and a strong human touch, it delivers a flexible and value-adding portfolio to help achieve their customer’s strategic goals. They were one of the first foreign companies to set up in Dubai in the late 1960s, since then it has become a market leader across the shipping, logistics and marine service sectors. 


The risks of poor document management originates from managing multiple types of documents in different formats, workflows and updates. If the documents, which are in constant use have no defined structure it will lead to an uncontrolled and unmanaged repository. 

The company was still operating with scattered document management systems and no automated workflow for process approval that led to the following impact.

The main challenges faced by the employees were:

  • Less document utility.
  • Decreased business efficiency.
  • Increased operational risk and cost.
  • Causing errors.
  • Consumes more time.


After analyzing the Customer’s corporate structure and existing approach to document management, Technomax team offered to develop a document management system using Microsoft Flow.

Microsoft Flow is a comprehensive workflow management platform. It facilitates users in creating workflows to reduce time-consuming tasks or processes, send/receive notifications, collect/organize and update data and synchronize files.

The document management system includes the following features:

  • Store, organize, and locate documents.
  • Ensure the consistency of documents.
  • Manage metadata for documents.
  • Ensure consistent business processes (workflows) for how documents are handled and an error free flow.
  • Security - Helps to protect documents from unauthorized access or use. If you are managing by email, it’s a lot safer to leave important documents behind a firewall where employees can get it when they need it, instead of sending it through email.
  • Version History - In client’s corporate environments, a document will be emailed back and forth, and it gets difficult to determine the most up-to-date version. The implemented system enables them to check out documents, have employees edit them, and then check them back into SharePoint. This feature saved employee’s time.
  • Automation - The system can ensure employees have the appropriate approval to access and edit the document, removing the guesswork from employees.


  • Microsoft FLOW helps them automate their business processes, making them both more consistent and more efficient.
  • Efficient and consistent: An Approval workflow automatically routes the document or item, assigns review tasks and tracks their progress, and sends reminders and notifications when needed. The activity in a workflow can be monitored.
  • Less work - An Approval workflow saves both time and trouble, and at the same time streamlines and standardizes the approval process.
  • Employees will be more efficient.
  • Have better access to the company’s data.
  • Will be able to do better report.
  • Frequent review and updating. Distribution. Get notifications and easy to manage the flows.
  • Enables to create, update, new items and documents in SharePoint Online and also send notifications.
  • Ability for the owner of a file to be notified when a change has been made to the file. This is especially useful for official corporate documents.