Modernizing Project Management with SharePoint Flows Migration
CLIENT:
A large global technology manufacturer with operations across multiple continents was running into growing pains with its project management tools.
Over time, their on-premises SharePoint environment had turned into a patchwork of custom workflows and approval processes – many of them mission-critical, but increasingly difficult to maintain. The technology was showing its age, and the user experience lagged far behind what employees had come to expect from modern business tools.
CHALLENGE:
The company’s IT team realized that keeping their own servers running was not only expensive, but also a real drag on flexibility and growth. Employees working remotely or from different offices dealt with slow access and frequent downtime.
Legacy lists and workflows – some built on features Microsoft no longer supported – were prone to breaking. Even simple updates required IT involvement, creating bottlenecks. There was always the risk that a key process might fail with the next update or patch.
Leadership made the call: move project management to the cloud, modernize every workflow, and give employees a tool they’d actually want to use. But this was no small task.
Years of project data were tied up in complex approval processes, and there was real concern about losing historical information or disrupting ongoing work. Simply lifting and shifting data wasn’t going to cut it – they needed to rethink how approvals and notifications worked, and make sure the new system would be intuitive, secure, and scalable.
SOLUTION:
That’s where REW Technology stepped in.
We partnered closely with the client to guide them through every phase of the project. We started by mapping out exactly how their project management operated day-to-day, spending time with end users, business owners, and IT staff to figure out which workflows were essential and which could be streamlined or dropped. It quickly became clear that many approval processes had become overly complicated, with too many steps and manual email notifications. We helped the client simplify these workflows, cutting out unnecessary steps and clarifying responsibilities.
The migration itself was a careful, step-by-step process. Using Microsoft’s migration tools, we moved documents, lists, and metadata to SharePoint Online, testing as we went to make sure nothing was lost or corrupted. For workflows, we rebuilt the most important ones from scratch using Power Automate, creating automated approvals and notifications that were robust and easy to update in the future. Where it made sense, we designed Power Apps interfaces to make data entry and tracking much easier – especially for employees using tablets or working in the field.
Security and compliance were top priorities. We worked closely with the client’s IT and compliance teams to make sure permissions were mapped correctly and sensitive data stayed protected during the migration. We also set up logging and monitoring so any issues could be caught and fixed early.
We knew that change management would be key. In addition to technical training, we created practical documentation and ran hands-on workshops, making sure employees felt comfortable and confident with the new tools.
RESULT:
The most noticeable change was the user experience.
The new SharePoint Online interface was clean, modern, and accessible from any device – no more VPN headaches or waiting on slow servers. Employees could collaborate more easily, and processes that used to take days were now finished in hours. Feedback was overwhelmingly positive, with users appreciating not just the speed, but also the clarity and reliability of the new workflows.
6 months after launch, the company saw a significant drop in IT support requests related to project management, and a clear boost in user satisfaction. The IT team was finally able to focus on more strategic projects instead of constantly patching old workflows. Most importantly, the organization now had a flexible, future-ready platform that could grow with their needs and support further digital transformation.
For other companies considering a similar move, this project is an example that migrating to the cloud is more than just a technical upgrade – it’s an opportunity to rethink how work gets done.
With the right approach, digital transformation can deliver lasting improvements that benefit the whole organization.
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