Automating Document Approvals with Power Apps at Aquaphor

Aquaphor, a Kazakhstan-based manufacturer of water filters, required a fast, secure way for Office 365 users to route, sign and track official documents. The company needed to leverage existing M365 licences and enable state-backed e-signing (eGov Mobile) while reducing manual overhead and missed approvals.

Awara IT implemented a low-code solution using Power Apps and Power Automate that sends documents for approval in a few clicks, delivers mail and mobile reminders, supports flexible approval routes and captures auditable signing events. The solution shortened approval cycles, improved traceability and created an integration-ready platform for future Dynamics 365 workflows.

Müşteri / Sektör / Ülke

Aquaphor is a discrete manufacturing company focused on water filters, headquartered in Kazakhstan and serving domestic and regional markets across Central Asia. The project targeted knowledge workers and approvers using Office 365 across Aquaphor's Kazakhstan operations.

İş zorluğu

Before the project, Aquaphor relied on ad-hoc email routing and manual tracking for document approvals. Documents circulated by email or shared drives led to missed sign-offs, unclear ownership of approval steps and long cycle times. The lack of consistent reminders and a central audit trail increased operational risk for legal and procurement approvals.

Aquaphor also needed secure electronic signing that complied with Kazakhstan’s government e-signature (eGov Mobile) flow. The IT team wanted a solution that used existing M365 licences, required minimal change management for end users, and could be extended later to integrate with ERP or CRM systems without rebuilding the approval layer.

Neden Dynamics 365 seçildi

Aquaphor selected the Microsoft Power Platform because it leverages the company's existing Office 365 investment, supports rapid low-code delivery, and provides enterprise-grade security through Azure AD. Power Apps and Power Automate allowed Awara IT to build a tailored approvals experience without introducing a separate third-party system.

While this engagement focused on Power Platform, the architecture was designed to be compatible with Dynamics 365 for future scenarios (e.g., routing approvals from Finance or Customer Engagement records). Choosing Microsoft technologies reduced integration risk and kept the path open for Dynamics 365 extensions when business processes expand.

Uygulanan modüller

• Power Apps (Canvas app) for submitters and approvers
• Power Automate approval and notification flows
• SharePoint Online document libraries for content storage
• Dataverse for approval metadata, audit trail and routing rules
• Custom connector to eGov Mobile signing API
• Role-based access and Azure AD security groups
• Email and Teams/Push notifications for reminders and tasks

Entegrasyonlar

• SharePoint Online (primary document repository)
• Azure Active Directory (authentication & RBAC)
• eGov Mobile signing API (state electronic signature)
• Outlook and Teams (notifications and actionable messages)
• Dataverse (metadata, audit logs) and integration-ready connectors for Dynamics 365

Yerelleştirme ve uyumluluk

The solution integrates Kazakhstan’s eGov Mobile signing to meet local electronic signature requirements and records signature events in an auditable trail. Documents remain in SharePoint Online within Aquaphor’s tenant to meet data residency and retention policies. The application supports Russian and Kazakh language UI elements where required and enforces role-based access to sensitive legal and procurement records.

İş değeri

Aquaphor achieved faster, more reliable approvals by standardizing the document routing process and introducing state-compliant electronic signing. The company reduced manual follow-ups and rework, which lowered operational friction for legal and procurement teams and freed time for higher-value activities. The implementation also delivered a searchable, auditable trail of approvals that supports compliance and internal controls.

Because the solution sits on Power Platform and uses Dataverse for metadata, Aquaphor now has a modular approvals layer that can be extended into Dynamics 365 Finance or Customer Engagement when business processes require tighter ERP/CRM automation.