Certificate management with email automation

Document management for issuing certificates

From manual administration to automated certificate issuance

Collecting documents for issuing certificates was a tedious process, characterized by sending lots of email back and forth, manual checklists and resubmissions. This manual work is very time-consuming and can lead to great frustration among employees. Yet this process is easily digitalized! The core of our solution is a structured document repository with metadata for more than 16 different document types that are managed in SharePoint. The objects required for each client are initially created as a tree.

Automated completeness check with PowerApps

  • Quickly track completeness based on the documents available. Parallel manual tracking is no longer necessary.

Digital process for email traffic with maximum efficiency

  • Send structured e-mails to certificate applicants directly from the system. They contain detailed information on what still needs to be submitted, what is still open or what needs to be renewed.
  • The documents can be added directly by replying to the email. These documents are automatically indexed by AI - implemented with the AI Builder - and submitted for review. Further evaluations and classifications of documents, including AI support.
  • Further evaluations and classifications of documents, including AI support.
  • At the end of the check, the documents are checked in and update the status and tracking.
  • Other functions: Send queries, manage open to-do's or automatically generate reminders.

Central database and tracking of certificates

  • Query and track your created database any time as a central repository.
  • The certificates can be filtered by customer, system, type, etc. We have implemented this in the PowerApp for better user guidance.
  • A revision-proof record of the basis and the certificate is created upon issue.

Relieve employees and optimize processes

The app uses services from the M365 Cloud and helps create a leaner, faster and more digital process – whilst saving employees’ nerves.

Would you like more information about our examples? Then please contact us directly and talk to us about how we can implement a modern solution for your digital workplace!