Work Clothing Management System
Tools: Power Apps · SharePoint · Power Automate · Encodian
The Work Clothing Management System was developed to digitalize and automate the company’s entire workwear request, approval, and distribution process. Previously, employees had to print, fill out, sign, and scan multiple paper forms for each clothing order — a process that was slow, repetitive, and error-prone. The new solution replaced this workflow with two connected Power Apps, integrating storage, handover, and order management into one seamless system.
The Problem
The previous process relied entirely on manual paperwork and Excel tracking.
- Employees filled out printed PDF forms that required two physical signatures before an order could be processed.
- Forms were scanned and sent between departments multiple times, leading to redundant work and frequent delays.
- Approved documents were uploaded manually to SharePoint for archiving.
- Inventory management was handled in an Excel file with no live stock tracking or reorder automation.
This workflow was inefficient, generated excessive paperwork, and made it difficult to maintain a clear overview of stock levels, pending requests, and issued clothing.
My Role
I served as the sole developer and project owner, responsible for the full lifecycle from requirements gathering to deployment and training.
- Designed and built both Power Apps from scratch
- Created multiple connected SharePoint lists and workflows
- Implemented dynamic filtering for items and storage logic
- Automated approval, reorder, and PDF generation processes
- Deployed and tested the complete solution across all company divisions
The Process
As the sole developer, I was responsible for the complete redesign and digital transformation of the clothing management workflow. The project was divided into two apps:
- Ordering App – Used by all employees (≈200–300 users)
- Employees select clothing items, sizes, and quantities from a dynamic catalog.
- Requests are automatically routed for approval via Power Automate.
- Email notifications are sent for approvals, rejections, or additional information.
- Admin & Storage App – Used by warehouse and management staff (≈2 users)
- Handles the issuing and returning of clothing items.
- Displays real-time inventory levels and tracks all issued items.
- Automatically reduces stock levels upon handover.
- Generates PDF handover protocols via Encodian following corporate branding.
- Automatically creates reorder requests when items run low or are out of stock.
All processes are now fully digital, with data flowing directly between SharePoint lists to ensure consistency across requests, approvals, and inventory.
The Solution
The solution was developed using the Microsoft Power Platform, integrating:
- Power Apps for both the user-facing Ordering App and the Admin/Storage App.
- SharePoint as the central database for clothing items, requests, approvals, and stock levels.
- Power Automate for approval workflows, notifications, and automated reorders.
- Encodian for generating PDF handover protocols and order documentation.
The system includes intelligent filtering and lookup logic to ensure that only available clothing items are shown to users, and that admins can track issued or pending items instantly.
All documentation follows the company’s corporate identity guidelines.
Results & Impact
The rollout of the new Work Clothing Management System replaced a fully manual, paper-based process with a modern, integrated digital solution.
- Eliminated paper forms, printing, and scanning
- Reduced order processing time from days to minutes
- Enabled real-time stock tracking and automatic reordering
- Simplified clothing handover and return with digital PDF protocols
- Greatly reduced administrative workload and increased transparency
Today, the system is used by over 200 employees for clothing requests and by 2 administrators for storage and distribution management, resulting in faster operations, better data accuracy, and full digital traceability.