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 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:
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.
Full Control – Approvers can choose to reassign, add additional approvers, or un-assign themselves from the request.
Distinct Feature Selection – Administrators are given the option to turn various features for their department site on or off, without impacting other department sites.
Automated Group Selection – System decide the groups which need to approve and allows users to choose for approvers from those groups only.
Teamwork – Initiators can not only work on their campaigns, they can work on other open campaigns as well.
Multi-Component – User can add multiple components to a campaign.
Independent Routing – Components can be routed independently of other components in the campaign.
Parallel Routing – Initiator can route components to different approver groups at same time.
Tools & Technologies We Used
SharePoint Designer 2013
Visual Studio 2013
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.
660,000 pieces of paper annually saved (= 79 trees)
7,810 man-hours annually saved (= 976 total)
Information Availability on any Device
Code Reusability - New website for different departments can be created by restoring the same template Mitigation of Audit Risk
Increased Document Security and Control