Energy service provider transforms document management and processes with SharePoint Online
Industry
Energy Services
Technologies
Power Automate
Power Apps
SharePoint Online
Employees
2,500+ employees total with 3 departments using the solution initially
Business Challenge
The company had invested in SharePoint Online for all employees, however, it was not consistently adopted, and in some cases was hard-to-use.
In addition, employees stored documents in various locations including email, network file shares and a legacy records management system. Files were duplicated, and people didn’t know where to find reliable and up-to-date information.
Solution Highlights
Automation eliminates repetitive tasks
The start of a new project, such as bringing a new facility online or doing a process audit, used to involve hours of setup time. A complex web of files and folder structures had to be copied and pasted manually from previous projects, and dozens of documents were needed as templates for legal or environmental compliance.
Gravity Union brought together the powerful combination of site design templates, content types, enterprise metadata, and document templates into scripts that run at the start of the project. This automation provides a standard structure for business owners to get going from quickly, saving hours of time.
Dashboards and reporting for insight
Previously, requests for approval would get lost in managers’ inboxes. Now with dashboards, supervisors can quickly see what’s upcoming, what’s due and what the state is of each process, facility or project. This has the added benefit of helping with monthly and annual reports which were time-consuming to create with the old manual processes.
Transparency is improved with SharePoint Online with configured lists to show status and dashboards to help managers see the overall picture of projects.
Easy management and review of contracts
The accounting team needed a way to manage contracts including conducting reviews, giving recommendations for changes, and managing approvals.
SharePoint document management features paired with Power Automate (previously Microsoft Flow) provides an easy-to-use solution for managing contracts and indicating what needs reviewing. The right people get email notifications at each stage of the process and the solution ensures transparency so that people know what stage a particular contract is at. This has great benefit for cross-departmental collaboration and provides a centralized place to see all contracts.
“It was an enjoyable and a smooth process working with Gravity Union. The team was well-prepared, and they led the way by setting expectations and making our lives easier. The solution saves hours and hours of time when managing documents!”
— Supervisor, Compliance Environment department
Results
Time savings through automated and streamlined business processes
Improved access to accurate and complete information
Improved search and decreased time to find content
More trust in a system with a single source of truth and version control
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