Policy Management App
PowerTech365 needed to bring policy creation, approval and distribution under control across the business. We built a centralised Policy Management app on Dataverse, with a model-driven app for authoring, automated approval workflows and PDF generation, going live in eight weeks.
Policy Management was running on documents and email threads
PowerTech365 needed Policy Management to be brought under proper control. The existing process was manual and fragmented. Policies were created and updated in Word documents, circulated on email threads and tracked in spreadsheets. Versions drifted, approvals stalled and there was no reliable way to prove who had read what.
Even at our size, the absence of a single source of truth created real risk. Audit requests took time to assemble. Renewal dates slipped because no system was tracking them. There was no visibility of which version of a policy was current, or who had acknowledged it.
The brief was to replace the document and email model with a governed Policy Management platform that handled authoring, approval, distribution and audit in one place. The same platform also needed to act as a reference build, demonstrating the approach we recommend to clients.
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Manual document handling
Version control broke down across shared drives and inboxes, with no single place to find the current policy.
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Compliance risks
Outdated or missing policies created exposure during audits and made evidence slow to assemble.
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Limited permissions control
Policies could be edited and republished without proper authorisation, leaving no record of who approved a given version.
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No audit trail
Acknowledgements were tracked in spreadsheets, making it difficult to prove staff had received and read the current policy.
A centralised policy management platform with automated workflows
We built our internal Policy Management app as a model-driven app on Microsoft Dataverse, with Power Automate approval workflows, SharePoint distribution and a full audit trail. Policy owners now work in one governed platform, and the same architecture forms a reference build behind our Power Platform consultancy work.
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Centralised authoring on a model-driven app
Policies are created, updated and retired from a single model-driven app. Each policy is a Dataverse record with structured metadata for category, owner, renewal date and applicable area of the business, so the right policies surface to the right people without manual filing.
Model-Driven AppDataversePDF GenerationRich Metadata -
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Power Automate approval workflows
Configurable approval flows route every new and updated policy through the correct approver before publication. Reminders chase reviewers automatically, and renewal flows raise tasks ahead of expiry, so nothing falls through the gaps when ownership changes.
Power AutomateApproval FlowsAuto RemindersTeams Integration -
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SharePoint distribution and document storage
Approved policies are published to a governed SharePoint document library as branded PDFs. Permissions ensure people only see policies relevant to their role, and the library acts as the single point of reference for the current version.
SharePointDocument LibraryPermissionsAuto Distribution -
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Compliance tracking and audit trail
Every action against a policy, from creation to acknowledgement, writes to the audit log. Compliance dashboards give a live view of Policy Management coverage, outstanding acknowledgements and upcoming renewals, ready for any audit request.
Audit LoggingCompliance ReportsAcknowledgementsSecurity Roles
Eight weeks from discovery to go-live
A structured delivery programme with clear milestones and fortnightly client demos. All work deployed through a governed pipeline ensuring quality and governance across Dev, Test and Production environments.
Governance from Day One
The Policy Management app was built with enterprise governance in mind. Role-based security ensures only authorised users can create or approve policies. All changes are tracked in an audit log, and automated workflows ensure policies are reviewed and renewed on schedule.
📋Key Features
- ✓Automated PDF generation
- ✓Approval workflows
- ✓Renewal reminders
- ✓Full audit trail
- ✓Compliance dashboards
Measurable impact from day one
Version Control
Every policy update tracked with full audit history. No more confusion over which version is current.
Distribution
Policies distributed to the right teams instantly via automated workflows. No manual email chains.
Renewals
Automated reminders ensure policies are reviewed and renewed on schedule. Zero missed deadlines.
Audit Trail
Full compliance reporting showing who created, approved and acknowledged each policy.
Compliance Tracking
Management dashboards provide instant visibility of policy coverage and outstanding renewals.
Auto Generation
Policies automatically converted to professional PDF documents with branding and formatting.
Got a manual process you want to replace?
Book a free 30-minute discovery call. We will map your current process, show you what the Power Platform can do for your business and give you a clear view of what is achievable, with no commitment required.