Simplicity is the key to brilliance.
SharePoint + Power Apps + Power Automate = Magic!
Our client in the financial sector, has a bunch of administrators that have to file tens of thousands of documents a year. The existing system is one SharePoint document library with thousands of folders. No-one able to find anything, because the folder structure is too deep, people name things wrong and duplicate everything - there's nearly a million items in there.
We designed a super simple new system for them in SharePoint that combines folders and metadata. The administrators get to work exactly how they used to in their new admin folder; in whatever random structure and names they have. When they are ready to file it, they get the correct document name by whipping open our Power App Document Naming Assistant. Five fields are compulsory, 3 are optional. They pop in the dropdowns and generate the name, which is copied to the document. They then drag those documents to the "Ready to File" folder.
Power Automate workflow takes care of the rest. It runs daily to automatically pick up all the documents and move them to the correct folder structure and all the metadata is automatically filled in. If the year and month folder doesn't exist yet, it gets created.
If documents are named wrong, workflow pushes them to the "Filing Errors to be Actioned" folder. Users go in daily to fix them, then drag them back to the Ready for Filing folder when they're done.
The system owners can easily update the values of the fields in the document naming app without affecting the workflows, giving them the flexibility they wanted to be able to change their minds and scale out.
Margin of error reduced to users selecting the wrong dropdown only, that we cannot control. No more duplicate folders, no more lost documents, instantly find documents via search and/or filtering on metadata columns and creating views. They can work fast on the volumes they have. The naming standards are aligned to their CRM system so the content can be moved flawlessly between them. They can change the values whenever they need to. Workflows are proactively monitored to ensure they are not failing.
Old system archived to read only and new system live from 1 Jan 2026.
Took 5 days to design, build and test.
And yes, we looked at the AI solution, it can't handle the volumes yet and we can't trust it enough to get this right.