Our Solution: A Custom Power App and Automated Workflow

We replaced the paper form with a bespoke Power App tailored to the inspection process. The app allowed contractors to complete inspections digitally, capturing all required data including signatures from both parties directly on a mobile device.

Once submitted, the data was posted to a SharePoint Online list, triggering a Power Automate flow. This flow dynamically populated a pre-designed Word template with all inspection responses and signatures, generating a polished PDF document.

From there, what happened to the PDF form is almost limitless. For instance, it could be:

• Automatically emailed to relevant stakeholders
• Stored securely in SharePoint
• Used as part of a structured dataset for Power BI reporting helping answer questions such as
  
  • How many properties were inspected this week?
  • Out of all the properties, how many had a faulty nurse call system?
  • On average, how many of our properties had good working appliances?
  • And so on...
• Automatically filed in a Computer Maintenance Management System (CMMS) against the project or property

This transformation introduced several powerful advantages:

• Time Savings: No more scanning, uploading or manual data entry.
• Accuracy: Digital forms reduce human error and ensure all required fields are completed.
• Traceability: Every inspection is logged with timestamps and digital signatures.
• Automation: Seamless generation and distribution of final reports.
• Data Insights: Structured data enables real-time dashboards and trend analysis in Power BI.
• Scalability: The solution can be replicated across other sites or inspection types.