The Client Company:
Client is a leading HVAC (Heating, Ventilation, Air Conditioning) company that specializes in the fabrication of ductworks for a variety of building types and projects. Its purpose is to deliver high volume requirements to customers utilizing innovative and automated pieces of machinery.
Due to having various stakeholders in their projects, the company needs a comprehensive and synchronized system so that everyone can use it to their advantage.
What was the Challenge?
Do you still use email services to keep in touch with your customers and send/receive files related to projects? If yes, you should think twice and know that this old school method seems not to be an appropriate fit for business-related activities anymore.
That was the case for this company. Using the conventional email services, they had no other option but to receive their documents, such as the mechanical drawings, from stakeholders (builders, mechanical contractors, installers, manufacturers) via email. The client staff then had to upload them manually on their document management system called M-Files.
Moreover, another internal system, known as SmartSheet, was used inside the company to show delivery times. However, despite the importance of this data, they could not show them to the stakeholders.
Above all, both of these systems were limited to their internal staff, meaning that no one from outside the company could access the information.
What Solution has been Provided?
365 Digital Consulting provided workable solutions using PowerApps Portal and CDS to ensure all stakeholders are aligned with the same information in three approaches below.
- Using the PowerApps Portal, the company could create user accounts for their stakeholders and allow them to access their necessary files related to their project and data on the company’s M-Files system.
- Next, using the Microsoft Flow (Power Automate) process management system, the external parties could receive the data they want from the M-Files with the help of CDS and get updated about the latest status of their ongoing projects. So part of the system provides a bidirectional synchronisation between M-Files data and CDS using MS Flow and REST API. Additionally, they were allowed to attach the documents they needed through the dedicated designed forms and it automatically pushed into M-File without human effort.
- Finally, about the registered details of the local SmartSheet system, 365 Digital Consulting presented them into the system to allow the stakeholders to have access.
What was the Final Result?
The system is now a collaborative platform for HVAC stakeholders to share real time information and data for construction projects, and ensure ease and correct information flow at all times, whilst helping the mechanical services to have better connectivity within the supply chain.
The Online Portal will provide staff, customers, installers, suppliers and builders with a platform to submit and review orders online, amend status’ online, upload and easily access files/documents (eg construction drawings, site measures, delivery dockets), access job and order correspondence, whilst also tracking overall project status’ at high level.
After the adequate implementation of this integrated system, all stakeholders can now get informed about the current status of the ongoing project, access the required documents around the clock, and take the necessary action in case they fall behind the schedule.
Moreover, they are not obliged to use email services anymore to submit orders, send, and receive drawing files. Users on the system can access all the required data through their dedicated panels and submit their requests online.