Recruitment Documents Mobile App
A UK facilities management business was running its recruitment paperwork on Word documents, email chains and phone photos of printed forms. We built a Recruitment Documents mobile app on Power Apps with Power Automate, e-signature integration and SharePoint filing. Managers select and submit forms from their phone, new starters sign on their own device, and completed PDFs file themselves into the right employee folder.
Recruitment Documents flowing through email, Word and phone photos
The client’s recruitment process ran on Word documents and email. Managers downloaded new starter forms from a shared drive and emailed them to the recruit for completion. Recruiters then chased the response, populated additional fields by hand and submitted the document for approval. The flow worked, but it was slow, fiddly and easy to get wrong.
Version control was a recurring problem. Managers often emailed the template from their own copy rather than the master, which meant outdated versions slipped through and forms had to be resent. When forms were completed on paper, the same data had to be re-keyed into the HR system, doubling the effort on every new starter.
The documents themselves were another pain point. Returned files often arrived as phone photos, either illegible or huge image files straight from a smartphone camera. The HR team then had to read the picture, type the data into the system and file the document by hand. The Recruitment Documents process needed a mobile-first replacement that captured data once, at source, and filed itself.
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Email-based document distribution
Managers manually downloading and emailing Word documents to new starters, with wrong versions and lost emails a recurring issue.
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Illegible phone photos
Physical paperwork photographed and returned via phone, often hard to read or in huge file sizes, making processing slow.
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Double data entry
HR staff re-entering information from completed documents into systems by hand, costing time and creating room for error.
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No visibility of progress
Managers and HR had no live view of which Recruitment Documents had been completed, leading to constant email chasing.
A mobile-first Recruitment Documents app with e-signature workflow
We designed and built a Recruitment Documents mobile app as a canvas app on Power Apps, with Power Automate handling the e-signature and filing workflow behind it. Managers select the right new starter documents and submit them from their phone. New starters sign on their own device. The signed PDF files itself into the correct SharePoint folder. The build uses the same patterns behind our wider Power Platform consultancy work for facilities management.
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Mobile canvas app for managers
The Recruitment Documents app gives managers a mobile-first interface to choose the right new starter forms, populate the initial details and send the pack to the recruit. Validation runs at point of entry so incomplete or invalid data never leaves the manager’s phone. A live status panel shows which documents have been sent, completed and filed for every starter.
Canvas AppMobile-FirstData ValidationStatus Tracking -
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E-signature workflow on Power Automate
When the manager submits the pack, Power Automate sends each document to the new starter via the e-signature provider. The recruit completes and signs on their phone, tablet or laptop. Once signed, the document returns as a clean, properly formatted PDF, not a phone photo of a piece of paper. No more printing, no more rephotographing, no more file-size headaches for HR.
Power AutomateE-SignaturesEmail IntegrationPDF Generation -
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Automated SharePoint filing
The moment a document comes back signed, Power Automate creates the employee’s SharePoint folder if it does not already exist, then files the completed PDF in the correct location with the right metadata. Every recruit’s Recruitment Documents end up in the same structure, searchable, consistent and ready for audit, with no manual filing.
SharePointAuto FilingFolder CreationMetadata Tagging -
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Live status dashboard and notifications
Managers and HR receive automatic notifications when documents are completed, and the canvas app surfaces a live dashboard of every recruitment pack in flight: sent, pending, completed or filed. The Recruitment Documents app removes the email chasing and gives both sides a single, current view of where every new starter sits in the process.
NotificationsLive DashboardStatus TrackingTeams Integration
Six weeks from discovery to go-live
A focused programme delivering the Recruitment Documents app alongside e-signature integration and SharePoint automation. Deployed through a governed pipeline across Dev, Test and Production environments, following Microsoft Power Platform ALM guidance, with regular demos keeping the build aligned to operational requirements.
Mobile-First Design
The Recruitment Documents app was designed for managers working away from a desk. Forms are optimised for mobile screens with large touch targets, clear validation and offline capability for areas with poor signal. Data syncs automatically when connectivity returns, so nothing is lost.
📋Recruitment Workflow
- 1.Manager selects documents
- 2.Forms sent to new starter
- 3.E-signature on mobile device
- 4.Auto-filed in SharePoint
- 5.HR notified when complete
Recruitment Documents handled end-to-end on mobile
HR Admin Time
Manual data entry and document chasing removed. HR time reinvested into higher-value work.
Document Quality
Every document returned as a properly formatted, legible PDF. No more phone photos or oversized image files.
Data Entry Errors
Data captured once at source and carried through the workflow. Transcription errors removed from the process.
Document Filing
Employee folders created automatically in SharePoint, with completed documents filed in the correct structure.
Status Tracking
Managers and HR see document status instantly. No more email chains chasing updates.
Starter Experience
New starters complete every form on their phone with e-signatures, creating a modern, professional first impression.
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.