IT Hardware Handover Protocol
Tools: Power Apps · SharePoint · Power Automate · Encodian
The IT Hardware Handover Protocol was developed to standardize and automate the process of issuing and returning IT equipment within the company. The previous software used for this purpose was costly, unconnected to the Microsoft 365 environment, and its license was not renewed. The new Power Platform solution provides a fully integrated, digital process for managing IT hardware handovers, ensuring accurate documentation, easier access, and direct integration into existing systems.
The Problem
The IT department previously relied on an external handover tool that was no longer sustainable due to high licensing costs and lack of integration with the company’s M365 environment.
Key issues included:
- No synchronization with company user data (manual input required)
- Limited device compatibility and local data storage (protocols could only be edited on the same device)
- No automated upload or linkage with personnel management systems
- Cumbersome and inconsistent signature and document tracking
This made it difficult to maintain an overview of who received or returned which device, created compliance risks, and slowed down onboarding/offboarding procedures.
My Role
I acted as the sole developer and process designer, responsible for the full solution lifecycle — from requirements analysis and process modeling to deployment and maintenance.
- Designed and built the Power App and automated flows
- Integrated Entra ID synchronization for user data
- Developed validation logic and error handling
- Implemented n8n workflow for automatic uploads
- Coordinated with HR and management to align processes and document structure
The Process
As the sole developer, I analyzed the existing workflow and designed a new, fully digital process that eliminated manual steps while ensuring compliance with internal standards.
The new workflow operates as follows:
- User Selection: The app automatically loads user information from Microsoft Entra ID, minimizing manual input.
- Device Selection: IT staff select the corresponding hardware item (laptop, phone, etc.) for issuance or return.
- Signature Capture: Both employee and IT staff sign digitally within the app.
- PDF Generation: The completed protocol is automatically created via Encodian in the company’s corporate design.
- Document Upload: The protocol is automatically uploaded to SharePoint and then to the company’s personnel management system via an n8n workflow.
- Reusability: Drafted protocols can be paused and completed later from any device — unlike the old system, which was device-locked.
The Solution
The new protocol solution is built on the Microsoft Power Platform, with automation extensions:
- Power Apps for the handover/return interface and signature capture
- SharePoint for document and data storage
- Power Automate for logic handling, notifications, and PDF creation
- Encodian for branded PDF generation
- n8n integration for automatic file delivery into the personnel management system
The app includes robust validation logic to prevent incomplete submissions, ensuring all required information and signatures are present before protocol creation. Integration with Microsoft Entra ID enables automatic user data retrieval, reducing manual entry and ensuring consistency across all records.
Results & Impact
The new solution replaced a costly, isolated third-party tool with a fully integrated Microsoft-based workflow.
- Digital handover process integrated into the company’s M365 environment
- Automatic synchronization with user data through Entra ID
- Complete elimination of manual document uploads
- Protocols can be prepared, paused, and completed from any device
- Improved data accuracy and reduced input time
- Automated transfer of final documents into the personnel management system via n8n
The app is now used by approximately 10 IT staff members and has become a central component in onboarding and offboarding workflows, improving transparency, compliance, and speed of IT equipment management.