Power Apps · Probation Review · HR Workflow · Case Study
End-of-Probation Review Workflow
How Iqra Technology digitised the end-of-probation review process for a UK-based professional services firm — using Power Apps, Power Automate, and SharePoint Online to automate Manager–HR–Employee approval chains, generate PDF records, and reduce pending acknowledgments by 80%.
Power AppsPower AutomateSharePoint OnlineProbation ReviewHR Workflow
Client Overview
A precision engineering company headquartered in Glenrothes, Scotland, specialising in the in-house design, manufacture, assembly, testing, and servicing of advanced equipment for the global subsea oil and gas industry. Operating as a mid-scale business with a growing workforce, the HR team faced increasing pressure to manage employee onboarding efficiently across emails and spreadsheets, with no central repository for critical records.
Industry Details
IndustryProfessional Services
LocationUnited Kingdom
Timeline2 Weeks
TechnologyMicrosoft 365 (Power Platform)
Company Size51–200 Employees
Organisational ScaleMid-Scale Company
Project Overview
A UK-based professional services firm needed a structured digital system for managing end-of-probation reviews. The solution was built using Microsoft Power Apps, Power Automate, and SharePoint Online. Managers complete and sign the probation review form in Power Apps, which is routed to HR for approval. Upon HR approval, the system automatically generates a PDF and emails the employee for acknowledgment. Automated reminder emails are triggered after 5 days of inactivity, and a rejection workflow captures approver comments and returns them to the manager for action.
Client Requirements
Create a digital probation review form in Power Apps for managers to complete and sign.
Implement a Manager → HR → Employee three-stage approval and acknowledgment chain.
Automatically generate a PDF of the approved probation review form.
Store completed probation review PDFs in SharePoint Online.
Email the employee automatically upon HR approval for their digital acknowledgment.
Send automated reminder emails after 5 days of inactivity at any pending stage.
Implement a rejection workflow that captures approver comments and routes them back to the manager.
Technologies Used
Microsoft Power AppsMicrosoft Power AutomateSharePoint OnlineMicrosoft OutlookMicrosoft 365
Challenges & Solutions
Problem 1Probation confirmations were frequently delayed due to informal processes and no automated reminders — leaving employees and managers in uncertainty for extended periods.
SolutionImplemented automated reminder emails triggered after 5 days of inactivity at any pending stage of the workflow, ensuring no probation review is left unactioned without prompt follow-up.
Problem 2There was no structured way to handle rejected probation reviews — rejection reasons were communicated informally and often lost, with no audit trail.
SolutionAdded a rejection workflow with approver comments that are automatically routed back to the manager with full context, ensuring rejected reviews are addressed promptly and all decisions are recorded.
Measurable Results
80%
Reduction in Pending Acknowledgments
Automated reminders significantly reduced the backlog of unanswered probation acknowledgment requests.
100%
Audit-Ready Records
All probation decisions — approvals, rejections, and acknowledgments — are stored as PDFs in SharePoint.
Improved
Turnaround Time
The structured 3-stage digital workflow dramatically improved probation confirmation turnaround.
0
Lost Rejection Comments
All rejection reasons are captured in the workflow and returned to managers — nothing is lost.
Implementation Highlights
✓Created a digital probation review form in Power Apps for managers to complete and digitally sign.
✓Configured a Manager → HR → Employee three-stage approval and acknowledgment chain using Power Automate.
✓Built automated PDF generation of approved probation review forms.
✓Configured SharePoint storage and archival of completed probation review PDFs.
✓Implemented automated employee email notification upon HR approval for acknowledgment.
✓Set up automated reminder emails triggered after 5 days of workflow inactivity at any stage.
✓Added a rejection workflow routing approver comments back to the manager for corrective action.
What Our Clients Say
Verified reviews from Clutch.co — rated 4.7/5 across 8 client engagements.
★★★★★
"What stood out most about Iqra Technology was their genuine commitment to delivering quality work and their proactive approach throughout the project. It felt like working with a partner rather than just a vendor."
MJ
Mohd Jaukh
HR Leader, ThinkBiz Technology Pvt Ltd
5.0
Clutch
★★★★★
"Working with Iqra Technology was an excellent experience. They understood our requirements clearly, built the solution, and completed the integration smoothly. The end result has streamlined our operations."
AD
Anonymous Director
Financial Services Company, Australia
5.0
Clutch
★★★★★
"Iqra Technology played a key role in enhancing our internal digital workplace. The portal is now easy to navigate, visually clean, and aligned with our business needs."
AE
Anonymous Executive
DataHeights, Canada
5.0
Clutch
★★★★½
"They performed as promised, communicated regularly, and completed the project on time. All requested data was properly and securely migrated."
TE
Todd
Managing Partner, Emanuel Law Group
4.5
Clutch
★★★★½
"They're flexible and professional. If the company has a tight budget, they're the best company to work with. The team provides good value for money."
GI
Anonymous
Group IT Director, Investment Management, Dubai
4.5
Clutch
★★★★★
"The developer integrated seamlessly into our project, delivering high-quality dashboards that improved decision-making for our clients."
A Power Apps workflow automatically sends reminders, collects evaluations, routes approvals, and tracks every probation review from start to finish. Contact Iqra Technology to discuss your automation requirements.
The cost depends on your review workflow, approval hierarchy, integrations, and customization requirements. Iqra Technology provides dedicated Power Apps developers from $14/hour or FULL TIME / MONTHLY – $2,300/month. Visit our
Hire Power Apps Developers
page or
Contact Iqra Technology
for a customized estimate.
Yes. A digital workflow automates review schedules, approvals, notifications, and progress tracking, eliminating spreadsheets and manual follow-ups.
Yes. Managers can review employee performance, submit feedback, approve recommendations, and monitor review status securely from any device.
Automated reminders, approval workflows, due-date tracking, and dashboards help ensure reviews are completed before probation periods expire.
No. AI can assist with development, but building a secure workflow requires experienced developers for business logic, integrations, security, and testing. Dedicated Power Apps developers are available from $14/hour or FULL TIME / MONTHLY – $2,300/month. Visit our
Hire Power Apps Developers
page.
Yes. Iqra Technology's Power Apps developers build AI-powered business applications and integrate intelligent automation tailored to your business requirements. Visit our
Hire Power Apps Developers
page or
Contact Iqra Technology.
Yes. Review forms, approval stages, evaluation criteria, and notifications can all be customized to match your organization's policies.
Yes. Based on review outcomes and your business rules, the workflow can route employees for confirmation, probation extension, or additional training.
Choose a partner with expertise in Microsoft Power Platform, workflow automation, integrations, security, and long-term support. Contact
Iqra Technology
to discuss your project.
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