Policy Management App
A multinational facilities management company was managing policy creation, approval and distribution through manual processes and fragmented systems. We built a centralised Policy Management app using a model-driven app and Dataverse, creating dynamic policy metadata and generating PDF documents with automated workflows.
Policy chaos across a multinational operation
The company faced significant challenges in managing policies across their multinational operations. The existing process was manual and fragmented, leading to inefficiencies and delays. Managers had to create, update and distribute policies manually, often relying on spreadsheets and email threads. This increased the risk of errors and non-compliance, as well as making it difficult to ensure that all policies were up-to-date and correctly implemented.
Additionally, the lack of a centralised system made it challenging to track policy updates and ensure that the appropriate users in teams were aware of policy changes. The absence of a comprehensive audit trail further complicated compliance with regulatory standards.
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Manual document handling
Version control and updates difficult across multiple locations and teams.
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Compliance risks
Outdated or missing policies created exposure to regulatory non-compliance.
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Limited permissions control
Policies could be updated without proper authorisation or governance.
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No audit trail
Impossible to track policy acknowledgements, updates or distribution history.
A centralised policy management platform with automated workflows
We implemented a Policy Management app using a model-driven app built on Dataverse, creating dynamic policy metadata and automating PDF document generation. The system streamlines policy creation, approval workflows and distribution, ensuring all policies are consistently sourced and properly governed.
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Centralised Policy Creation — Model-Driven App
A Model-Driven App allowing managers to create, update and distribute policies from a single centralised platform. Rich metadata ensures policies are properly categorised and searchable. Once created, policies are automatically converted to PDF documents for distribution.
Model-Driven AppDataversePDF GenerationRich Metadata -
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Automated Approval Workflows — Power Automate
Configurable approval workflows ensure policies are reviewed by the appropriate stakeholders before publication. Automated reminders ensure timely reviews and renewals, notifying users when policies are due for update.
Power AutomateApproval FlowsAuto RemindersTeams Integration -
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Document Storage & Distribution — SharePoint
Published policies are stored in SharePoint with proper governance and permissions. Distribution lists ensure the right teams receive policy updates automatically.
SharePointDocument LibraryPermissionsAuto Distribution -
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Compliance Tracking & Audit Trail
Full audit trail tracks policy creation, updates, approvals and acknowledgements. Compliance dashboards give management real-time visibility of policy coverage and outstanding renewals.
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.
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