The Automated Authorization Management System is a fully end-to-end automation platform built on Microsoft Power Platform that eliminates manual handling of password-protected PDF authorization documents. From the moment an authorization file arrives by email, the system takes over unlocking, extracting, versioning, storing, and surfacing data through live dashboards with zero manual data entry at any stage.

Our Purpose

  • Eliminate manual data entry from authorization ingestion workflows end-to-end
  • Ensure complete audit traceability with immutable version history on every authorization record
  • Provide real-time operational visibility to management and staff through live dashboards
  • Build a scalable foundation ready for CRM, ERP, and billing system integration

How We Delivered

  • Built on Microsoft Power Automate Cloud and Desktop flows for email monitoring, file orchestration, and RPA automation
  • Deployed AI Builder’s intelligent document processing to extract all structured POS fields, invoice numbers, vendor details, client IDs, and line items  without human intervention
  • Persisted all structured data in Microsoft Dataverse with full version history and linked original PDFs in SharePoint for audit retrieval
  • Delivered role-based Power Apps dashboards with real-time KPIs, record search, and one-click Excel export

Game-Changing Features

  • Automated email ingestion that detects, unlocks, and downloads password-protected PDFs, no human trigger required
  • AI Builder document processing that splits multi-page PDFs and extracts every structured field automatically
  • Intelligent version control that tracks every amendment, cancellation, and update with a timestamped, immutable audit trail
  • Interactive Power Apps dashboard with role-based access, record navigation, source PDF retrieval, and one-click Excel export

Values Achieved

  • 100% automated ingestion zero manual data entry from email receipt through database write
  • Eliminated transcription errors that previously exposed billing and compliance to persistent risk
  • Delivered forensic-quality audit trail with full change history accessible per authorization record
  • Architecture ready for CRM, ERP, TripSpark/NovusDR, Respitrack, and accounts receivable expansion

From signup to space discovery, real-time slot booking, and booking management, all in one app

Automated Authorization Management System slide 1

Real-time POS Dashboard tracking 1,635 new authorizations, 118 program flags, and 1,834 expiring records across all service codes.

Automated Authorization Management System slide 2

Searchable POS authorization records showing client name, UCI, service code, auth number, and live status updates — all filterable by keyword across 5,000+ active entries.

Automated Authorization Management System slide 3

Power Automate cloud flow triggering on new email arrival, capturing current month and date, then executing a structured Try block to resolve the SharePoint path, compose the file data, and save the incoming invoice automatically.

Project Goal — Zero Manual Data Entry Across the Entire Authorization Workflow

The organisation was receiving authorization data packages as password-protected PDFs via email, requiring staff to manually unlock, read, re-key, and file every record across multiple internal systems. The goal was to build a fully automated platform on Microsoft Power Platform that handles every step from email detection and file unlocking through AI-driven extraction, Dataverse persistence, and real-time dashboard visibility, eliminating manual data entry and audit risk.

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Overcoming the Challenge — Manual Processing That Could Not Scale

Incoming authorization packages arrived as password-protected PDFs containing dozens to hundreds of Point-of-Service records invoice numbers, vendor details, client identifiers, service dates, and line-item breakdowns. Staff manually unlocked each file, re-keyed every field into internal systems, and attempted to track amendments with no version history mechanism. The result was a persistent risk of transcription errors affecting billing and compliance, zero real-time management visibility, and a process that broke down entirely under volume.

👏🏽Transformative Solution — End-to-End Automation on Microsoft Power Platform

The platform was engineered as a complete document automation ecosystem from automated email monitoring and programmatic PDF unlocking through AI Builder field extraction, Dataverse version-controlled storage, and a Power Apps dashboard with role-based access. Every layer of the workflow was purpose-built to remove human involvement entirely: new records are inserted automatically, amendments are tracked chronologically, failures are caught and communicated, and management gains live visibility without monitoring the system directly.

The Outcome

The Automated Authorization Management System eliminated manual data entry entirely and delivered measurable operational impact across the organisation. From 100% automated ingestion and AI-driven extraction to live dashboards and forensic-quality audit trails, the platform transformed a fragile, error-prone manual process into a reliable, scalable, and fully auditable automation built to grow with the organisation.

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100% AUTOMATED INGESTION

ZERO MANUAL DATA ENTRY

AI-POWERED EXTRACTION

REAL-TIME DASHBOARD VISIBILITY

Tech Stack

Technologies powering this solution

Power-Automate-icon
ai-builder
dataverse
Share-Point
power app