Automating SharePoint Site Creation for a Law Firm

Client Overview

The client has law firm in the United States, handling litigation processes and managing organizational cases. They required an efficient document management system to securely store client documents on a per-case basis. 

Challenges

The client faced the following challenges:

• Lack of a structured system to manage case-specific documents efficiently. 
• Manual creation of SharePoint sites for each case was time-consuming and prone to errors. 
• Difficulty ensuring that documents were organized and stored securely for each specific case. 
• Need for seamless integration between their existing case management system and SharePoint.  

Solution Scope

• Automated SharePoint Site Creation: Develop a feature to create SharePoint sites for each case automatically with a single button click. 
• Document Organization: Ensure that each SharePoint site is dedicated to storing documents for a specific case, providing a structured and secure environment. 
• Integration with Dynamics 365: Link SharePoint site creation directly with the case management process in Dynamics 365 to streamline operations. 
• User-Friendly Experience: Notify users when the SharePoint site is ready for use, enhancing productivity and user experience.  

The Solution

We implemented a custom solution leveraging Microsoft Power Automate to streamline SharePoint site creation. 

• Custom Button for SharePoint Site Creation: We added a custom button labeled “Create SharePoint Site” in the Dynamics 365 case management interface. With a single click, users could initiate the process of creating a SharePoint site for the selected case. 
• Power Automate Integration: The button triggered a Power Automate flow that:  

Checked if a SharePoint site for the case already existed.

Created a new SharePoint site if none existed. 

Configured a document location record within Dynamics 365, linking the case to its corresponding SharePoint site. 

• Pop-Up Notification: Once the SharePoint site was successfully created, users received a pop-up notification confirming that the site was ready for storing case-specific documents. 

Result

The solution delivered the following benefits: 

• Enhanced Efficiency: Automating the SharePoint site creation process saved time and eliminated manual effort, allowing the client to focus on core legal activities. 
• Improved Document Organization: Each case now had a dedicated SharePoint site, ensuring that documents were stored securely and systematically. 
• Seamless Integration: The integration of SharePoint with Dynamics 365 provided a unified platform for managing cases and their associated documents. 
• User Satisfaction: The intuitive button-click functionality and instant notifications improved user experience and productivity. 
• Scalability: The automated system is scalable, enabling the client to handle an increasing number of cases effortlessly.

Conclusion

By automating SharePoint site creation and integrating it with Dynamics 365, we empowered the law firm to streamline its document management process, enhance operational efficiency, and deliver better client services.