Focus on What Matters
With Praxis CoE, your team spends less time on admin and more time delivering real results
Focus on What Matters
With Praxis CoE, your team spends less time on admin and more time delivering real results
Case Studies
Structuring Workflows That Work
Operational friction rarely comes from lack of technology — it comes from how processes are structured.
Praxis redesigns approvals, document reviews, and internal workflows to eliminate duplication, improve control, and create measurable time savings. Solutions are built to support governance, clarity, and long-term scalability.
The examples below demonstrate how real bottlenecks were addressed and streamlined.
FEATURED CASE STUDY
Document Review & Approval Workflow Integration Using Microsoft 365
CONTEXT
Document reviews were managed primarily through email. Drafts were sent as attachments, reviewed, and amended in multiple chains. Meanwhile, official files were stored separately in SharePoint, creating version confusion.
KEY ISSUES
- Multiple document versions circulating via email
- Approvals recorded in inboxes rather than centrally
- Manual re-uploading and handling time (~30m per cycle)
- No real-time visibility of approval status
OBJECTIVE
Streamline document review and approval so that files could be reviewed, approved, or rejected directly within Microsoft 365 — without duplication or system overlap.
OUR ROLE
- Mapped the document lifecycle from draft to approval
- Structured a centralised approval workflow within SharePoint
- Enabled notifications via Teams and Email
- Ensured automatic version control and retention
SOLUTION DELIVERED
A fully integrated document approval workflow that keeps files in one structured location with real-time updates and searchable audit history.
BUSINESS IMPACT
- Saved ~30 minutes per document per cycle
- Reduced manual administrative handling by standardising approvals
- Established a central, auditable record within M365
CASE STUDY 2
Policy Retrieval & Compliance Access Optimisation
CONTEXT
Organisational policies were stored centrally in SharePoint, but locating specific policies or key clauses within them required manually browsing folders or opening multiple documents.
Staff needed to confirm compliance quickly, yet retrieving the correct information often involved reviewing several documents before identifying the relevant section.
KEY ISSUES
- Policies stored but difficult to navigate
- Time spent opening multiple documents to locate key clauses
- Inconsistent search results due to naming variations
- Delays in confirming compliance requirements
- Repeated interruptions across teams
On average, locating a specific policy and identifying the relevant section required approximately 15–20 minutes per search.
OBJECTIVE
Create a structured, searchable interface that allows staff to retrieve relevant policies and key information instantly without restructuring the entire document library.
OUR ROLE
- Analysed how policies were currently stored and accessed
- Identified common search patterns and high-frequency queries
- Standardised metadata and document tagging
- Designed a searchable assistant-style interface
- Integrated real-time filtering and retrieval functionality
- Tested with a focused set of frequently referenced policies
SOLUTION DELIVERED
A centralised policy retrieval system that:
- Allows keyword-based search across approved policies
- Surfaces the latest approved version automatically
- Highlights key information within documents
- Filters by category, department, or compliance area
- Reduces dependency on manual folder navigation
The solution operates within Microsoft 365 and requires minimal ongoing maintenance beyond standard document updates.
BUSINESS IMPACT
- Reduced policy search time from approximately 15–20 minutes to near-instant retrieval
- Saved an estimated 20 minutes per search per user
- Improved confidence in accessing the latest approved document
- Reduced operational interruptions caused by prolonged document searches
- Strengthened compliance readiness
RETURN ON VALUE
Assuming:
- 10 policy searches per week across a team
- 20 minutes saved per search
That equates to:
- Over 3 hours saved per week
- Approximately 150+ hours saved annually
- Significant productivity recovery without additional software investment
The solution required minimal maintenance, limited to updating metadata when new policies are introduced.
CASE STUDY 3
Automated Email Intake & Secure Data Capture to SharePoint Using Power Automate
CONTEXT
A shared mailbox was receiving structured information via email. Staff manually reviewed each message, forwarded it internally, extracted key details, saved attachments, and entered information into an Excel tracker.
As volumes increased, the process became time-consuming and inconsistent.
KEY ISSUES
- Multiple email forwards before action
- Manual data entry into Excel
- Risk of missed or incomplete information
- Attachments saved inconsistently
- Limited access control over tracking files
- Repetitive administrative workload
Each email required approximately 8–12 minutes of manual handling, depending on attachment size and complexity.
OBJECTIVE
Eliminate manual email forwarding and data entry by automatically capturing structured information and attachments into a secure, governed SharePoint environment.
OUR ROLE
- Analysed incoming email patterns and required data fields
- Defined structured data capture requirements
- Designed automated Power Automate workflow
- Configured attachment extraction and secure storage
- Implemented SharePoint list with access-controlled permissions
- Tested end-to-end automation and validation logic
SOLUTION DELIVERED
An automated email intake workflow that:
- Captures incoming emails based on defined triggers
- Extracts key information automatically
- Saves attachments directly to SharePoint
- Logs structured data into a secure SharePoint list
- Applies role-based access control
- Eliminates manual Excel entry
No forwarding. No manual re-keying. No duplicated effort.
BUSINESS IMPACT
- Eliminated manual email forwarding
- Reduced handling time by approximately 8–12 minutes per email
- Saved an estimated 6–8 hours per month (based on volume)
- Improved data accuracy by removing manual entry errors
- Ensured attachments are stored securely and consistently
- Strengthened governance through access-controlled SharePoint storage
RETURN ON VALUE
Assuming:
- 15–20 emails processed per week
- 10 minutes saved per email
This equates to:
- 2.5–3.5 hours saved per week
- 120–160+ hours saved annually
- Recovery of administrative capacity without additional staffing
The workflow operates automatically with minimal maintenance, requiring only periodic review of trigger conditions or field updates.
Governance. Structure. Measurable Impact.
For organisations demanding absolute transparency and operational excellence, Praxis delivers the framework for sustainable digital transformation. We bridge the gap between complex governance requirements and technical execution, ensuring your automation journey is backed by structured risk management and measurable institutional impact.