365 Solutions Customer Story
Three Email Approval Workflows. One System in Microsoft Teams.
See how 365 Solutions brought scattered approvals into one consistent, visible workflow with FlowDocs inside Microsoft Teams.
One Approval Hub
Fewer Email Delays
Consistent Processes
Clearer Status Tracking
From Three Email Chains to One Approval System
Workflow Consolidation
Every approval used to start the same way: an email. And every approval ended the same way: someone chasing that email.
For 365 Solutions, a fast-growing Managed Cloud Solutions company, three critical internal processes ran entirely on email threads and good memory:
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Vacation and leave requests — an email to a manager, a reply, a forwarded thread to HR, and the occasional “did my request get approved?”
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Employee onboarding — document collection, approvals, and sign-offs scattered across inboxes
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Client contracts — the most sensitive workflow of all, with no clear audit trail of who signed off on what, and when
Nothing was broken. But everything was slow, opaque, and impossible to report on. Requests died in inboxes. Follow-ups ate management time. And when a question came up months later — “who approved this?” — the answer was a search through email history.
The decision: stop adding tools, start using the one they already had
365 Solutions didn’t want another platform. Their team already lived in Microsoft Teams — chat, meetings, files, daily work.
So they turned to FlowDocs: ticketing, approvals, and document workflows that run natively inside Teams.
They rebuilt all three approval processes as FlowDocs workflows in a single afternoon:
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Vacation requests became a standard form with automatic routing to the right manager — and automatic escalation if nothing happened within 48 hours
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Onboarding became a checklist-driven approval chain: documents submitted, reviewed, approved — each step logged
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Client contracts went through multi-level approval with a complete, timestamped audit trail
No new logins. No new tabs. Employees submit and approve without ever leaving Teams.
The results, 60 days in
⏱️ Approval cycles collapsed from days to hours. Routing is automatic. Requests reach the right approver immediately, reminders fire on their own, and nothing sits in an inbox waiting to be remembered.
🧾 Every approval now has a full audit trail. Who submitted, who approved, when, and what exactly was signed off. For client contracts, that’s not a convenience — it’s control.
👥 Adoption took minutes, not months. Because FlowDocs lives inside Teams, there was nothing new to learn. Employees didn’t adopt a tool; the tool adopted their workflow.
“Vacation requests used to die in inboxes. Now they’re done before the coffee gets cold.” — Tina, Operations Lead, 365 Solutions
The bigger lesson
The problem was never the people. It was the place the work was happening.
Email is a great communication tool and a terrible workflow engine. When approvals live in inboxes, speed depends on memory, and accountability depends on archaeology.
Move the same approvals into a structured workflow — in the tool your team already opens every morning — and the “days” quietly turn into “hours.”
One tool. Three processes. No more chasing.
What Changed for 365 Solutions
One centralized workflow replaced three separate email approval processes. The figures below reflect that consolidation; approval-time and productivity gains were not provided.
- Email workflows replaced 40%
- Reduction in task completion time 50%
- Code required to build the workflow 0%
Bring Every Approval into One Workflow
Move beyond scattered email threads. Explore how FlowDocs helps your team build no-code approval workflows and keep decisions together in Microsoft Teams.
