HDSOFT Technologies Private Limited
Automating Data Intelligence with Microsoft Power Automate
In a competitive business environment, staying ahead means being the first to know and the quickest to act. Businesses constantly monitor portals and websites for new postings, but teams often get bogged down in the labor-intensive discovery phase—spending hours navigating sites, downloading documents, and reading through dense text. This manual effort drains resources, slows response times, and increases the risk of missing critical details.
Our vision was to merge the power of Robotic Process Automation (RPA) with Artificial Intelligence (AI) to transform this reactive process into a proactive, automated workflow. This case study demonstrates how we brought that vision to life, creating a solution that delivers timely, vetted information directly to decision-makers.
Problem
The client’s manual process for monitoring updates on an official portal was creating a significant bottleneck, leading to several operational challenges:
- Significant Time Drain: Team members spent hours each day searching for, downloading, and organizing documents.
- Delayed Insights: The long analysis time slowed down decision-making and reduced overall efficiency.
- Frequent Errors: Key details were often missed due to human oversight while scanning large volumes of complex information.
- Scalability Limitations: The manual workload became unmanageable as the volume of data grew.
Our Solution
We designed and deployed a comprehensive automation solution to streamline the entire workflow:
- Automated Web Scraping: We configured a Power Automate Desktop bot to perform all UI-based interactions, automatically navigating the portal and downloading relevant document packages on a set schedule.
- Intelligent Document Processing: We developed a Power Automate Cloud flow that triggers the moment a file is saved. This workflow uses a custom AI Builder model to read the documents and extract critical information.
- Streamlined Approval Workflow: We implemented an approval workflow using Microsoft Approvals, which sends approval requests to users via Teams, Outlook, and the Power Automate mobile app. The workflow presents the AI-generated summary in an adaptive card, allowing recipients to respond with a single click from any of these platforms.
Following the deployment, the business development team began receiving data summaries through Teams, Outlook, and the Power Automate mobile app, all without any manual effort.
Results
The solution delivered immediate and measurable improvements to the client’s business development operations:
- Dramatic Time Savings: The daily discovery and analysis process was reduced from hours of manual work to a few minutes of automated execution.
- Improved Accuracy: The system extracted critical data points consistently, minimizing errors caused by manual oversight.
- Enhanced Response Speed: The team could initiate the proposal process soon after a new item was posted, improving their overall responsiveness.
- Streamlined Operations: Business development professionals were able to focus more on strategy and proposal writing rather than routine tasks.
