Sales representatives struggled to quickly locate the right files when preparing for customer meetings. The previous experience lacked clear structure, search reliability, and content organization, making discovery time-consuming. Content visibility lacked clarity, making it difficult to determine what could be shared outside the organization. Notifications were inconsistent.
The redesign focused on aligning the interface with real Sales workflows while simplifying how Marketing manages and surfaces content.
Research & Planning
Reviewed user feedback and common friction points in the existing app. Identified recurring challenges around search, navigation, and broken sharing features. Mapped the Sales team’s primary tasks: finding assets quickly, reusing materials, and sharing externally. Evaluated how Marketing already managed content within SharePoint to reduce redundancy.
Design & Prototyping
Redesigned the information architecture to improve category clarity and scanning.
Established consistent list and detail patterns across all content types.
Designed a Favorites feature allowing users to save and organize assets into named groups.
Introduced a clear external sharing interaction for approved content.
Created prototypes to validate usability and workflow clarity.
Development & Implementation
Rebuilt the app end-to-end in PowerApps with automated workflows created in Power Automate.
Integrated two existing SharePoint sites:
Internal document library (organization-only content)
Customer-facing repository (externally shareable content)
Pulled file metadata, thumbnails, and content dynamically from SharePoint.
Implemented logic and UI elements to clearly distinguish between internal and externally shareable materials.
Testing & Optimization
Conducted live demos with Sales users to validate navigation improvements.
Implemented feedback from key project stakeholders.
Improved performance of content loading and data retrieval.
The final solution delivers a streamlined internal content experience powered by existing SharePoint infrastructure while significantly improving usability, reliability, and content governance.
Improved Navigation
Content is organized by product category, then product, then associated files—creating a logical and predictable browsing path. Clear hierarchy and consistent layouts improve browsing efficiency.
Visual Previews
The app pulls file thumbnails and metadata directly from SharePoint, providing visual previews that make content easier to recognize at a glance.
Customized Groups
Users can favorite files and organize them into custom-named categories, enabling faster repeat access to frequently used materials.
Centralized News
Marketing updates and announcements are integrated directly into the app, consolidating content and communication in one location.
Content Sharing
Externally approved materials can now be shared through a reliable copy-link workflow. The app clearly differentiates between internal-only and externally shareable content, eliminating confusion around permissions and ensuring safe external distribution.
Here, the outcomes and achievements of the project are highlighted, including user feedback, adoption rates, and industry recognition.
Cost Reduction
Eliminated reliance on the external vendor platform, saving approximately €500 per month in hosting and maintenance costs while improving long-term ownership of the product.
Improved Content Discoverability
The new structured hierarchy (product category → product → files) and enhanced visual previews significantly reduced the time required for Sales to locate relevant materials.
Stronger Content Governance
The app quickly gained traction among individuals and businesses worldwide, with a steady increase in user adoption and engagement.