SharePoint

SharePoint Automated Approval System

Bitwise contributed to a Fortune 500 financial services company by building an enterprise-wide application which automates document approval or campaign management using SharePoint. The automated approval system maintains more consistency, reduces backlogs, and streamlines the approval and control process.

 

Client Challenges and Requirements

Manual routing of documents caused issues:

  • 18000 person hours wasted each year in aggregating the comments/annotations on copy approval. 
  • 2920 person hours wasted each year in moving copy approval papers around the office.
  • 10 days required for submission of data for each audit query. 
  • Manual copy approvals used approx. 200,000 pieces of paper (24 trees) per year costing approx. $2400 per year. 
  • Client needed intelligence report to track turnaround time of document approvals.

Bitwise Solution

Bitwise designed a configurable system with a rich set of functions that allow you to configure your document approval or campaign management system. Direct features include configurable approval options, multi-document approval, multi-stage approval, role-based views, color-coded dashboards, and the ability to create dynamic approval groups. In addition, users belonging to different roles are able to access a simplified viewing interface, which reduces user training. Additional specific features include:

Group 33

Litigation Hold – Administrators can specify which documents are on litigation hold, and the system doesn’t allow deletion of these documents unless they are taken off litigation hold.

protection (1)

Full Control – Approvers can choose to reassign, add additional approvers, or un-assign themselves from the request.

data-collection (1) Created with Sketch.

Distinct Feature Selection – Administrators are given the option to turn various features for their department site on or off, without impacting other department sites.

creative Created with Sketch.

Automated Group Selection – System decide the groups which need to approve and allows users to choose for approvers from those groups only.

integration

Teamwork – Initiators can not only work on their campaigns, they can work on other open campaigns as well.

7C40A680-F8DF-480F-9E4D-B8617FAC2265framework icon Created with sketchtool.

Multi-Component – User can add multiple components to a campaign.

screen

Independent Routing – Components can be routed independently of other components in the campaign.

synchronize (1)

Parallel Routing – Initiator can route components to different approver groups at same time.

Tools & Technologies We Used

CSOM

REST

JavaScript

JQuery

ASP.Net (C#)

SharePoint Designer 2013

Visual Studio 2013

Key Results
Bitwise developed a system that saves time from manually routing document and campaign approvals, and mitigates audit risk by creating one central location for all approver comments and final marketing copy.
piggy-bank

660,000 pieces of paper annually saved (= 79 trees)

support (4)

7,810 man-hours annually saved (= 976 total)

edit-tools

Information Availability on any Device

Group 3

Code Reusability - New website for different departments can be created by restoring the same template Mitigation of Audit Risk

transip-stack

Increased Document Security and Control

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