At Coega, internal marketing requests were submitted through manually completed PDF briefs. Recording each request, storing the supporting information, and notifying the Marketing, Brand and Communications Unit added extra administrative work to the process.
A stakeholder submits a marketing support request through Microsoft Forms. The submission triggers Power Automate, which generates and stores the briefing document, updates the archive and brief tracker, and then sends notifications through Outlook and Microsoft Teams.
One of the main challenges was handling different response formats. Employees could select one or several support types and provide uploaded files, links, or no supporting material. I used Power Automate expressions to format these responses consistently and prevent empty values from affecting the workflow.
The solution gave the team a more structured way to receive and track marketing requests, while reducing the manual work involved in preparing briefs and notifying the relevant team members.
I also prepared maintenance documentation with step-by-step diagrams so future updates to the workflow could be understood and managed more easily.
The project strengthened my understanding of workflow automation and reinforced the importance of designing around the people using the process. A reliable automation needs clear inputs, predictable outputs, and documentation that makes the solution easier to maintain.