A Connecticut Software Integration Company was struggling with complexities in their sales process, wanting to centralize their sales meeting documentation. They prioritized documenting sales meetings to ensure accurate client quotes and avoid misunderstandings about project requirements. Microsoft Teams was used to record meetings and those recordings were individually saved to the meeting organizer’s OneDrive. Each week several hours were spent manually changing permissions and granting access to recordings. VISTECH, a software developer and IT consulting, firm was contacted to alleviate these issues.
Microsoft Teams meetings’ recordings & transcripts are stored in the personal OneDrive and Exchange folders of the meeting organizer. Participants can access the documentation, but others must follow a less direct process to view it. As employees change roles or leave, documentation in personal folders might be lost or inaccessible if not moved. Due to Microsoft Teams’ limitations, a custom process was needed to centralize meeting documentation from personal folders.
VISTECH created a Power Automate Flow that replaced the manual task of moving meeting recordings out of many personal OneDrive folders and into a shared document library in Microsoft SharePoint. The process flow is triggered automatically once an hour, moving new files in a timely manner to the repository. The SharePoint document library has independently customizable permissions so that all designated members the sales and development teams can view the meeting documentation without issue. The automation organized files into hierarchies of folders for easier search and review of the recordings.
With the help of VISTECH, the recording process became more configurable. This included being able to edit the meeting organizers’ OneDrive folder locations, renaming the files to make it easier to find the recordings and saving them in separate folders.
After successfully deploying the Power Automate Flow in the Microsoft 365 tenant, time spent managing the video archive was reduced by approximately several hours each week. Meeting organizers no longer needed to email coworkers with shared links to personal OneDrive recordings, download the files manually, rename them logically, or reupload them to a separate file share. Users that required access were allocated permissions to the SharePoint Document Library, and those permissions are now centrally managed and easily audited as necessary to ensure the security of the recordings and any intellectual property stored within. With the help of VISTECH, the sales process became increasingly efficient and organized. Give us a call at 860.251.8003 to learn more about what we can do.
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