AroFlo · SharePoint · M365

From manual folder chaos to 15-second job provisioning

How an AroFlo-connected automation eliminated manual SharePoint job-folder creation for RBD Electrical — cutting a repeated administrative task down to seconds and freeing office time for higher-value work.

Client: RBD Electrical Engagement: 1-month pilot → full production rollout Delivered by: Salient Green

~15sec

From AroFlo task creation to folder + prefilled forms ready

~15min

Estimated manual time saved per job

~130hrs / yr

Projected admin time reclaimed, at current job volume

The Challenge

RBD Electrical's job folders were created using a batch-file process with no central control or single source of truth. Different team members ran their own versions, which drifted apart over time with no way to know which one was current or correct.

The result was inconsistent folder structures between jobs, no reliable link back to the AroFlo task each folder belonged to, and a process that depended on someone remembering to run the right file at the right time.

The Solution

Salient Green built an application that watches AroFlo job activity directly and automatically creates — and later archives — the corresponding job folder in the correct SharePoint site, at the appropriate point in the job lifecycle.

A single manifest now drives folder creation — replacing the tangle of personal batch files and version drift
Folders land in the correct SharePoint site automatically, based on job data already in AroFlo
Common documents, like variation registers, are copied in from templates and prefilled automatically
A link back to the folder is written directly into the AroFlo task notes, so the field or office team can jump straight to it — no browsing or searching required
Archiving happens on the same trigger logic, so completed jobs don't linger as open folders

AroFlo provides its own file storage per task, but RBD found it didn't meet their needs for organising job documentation — so they've continued to rely on SharePoint for its more powerful features. The application bridges the gap: it keeps track of the link between each AroFlo task and its SharePoint folder, and writes that link back into the task itself the moment the folder is created.

How It Fits the Job Lifecycle

The system listens for AroFlo activity and acts at the right moment — no manual trigger required.

AroFlo Task Created

Folder + Forms Ready

~15 sec

Job In Progress

Job Completed

Folder Archived

Results

Time saved

At an estimated 15 minutes saved per job and roughly 10 jobs provisioned per week, the automation is projected to reclaim around 2.5 hours of admin time per week — approximately 130 hours a year — on this task alone.

Consistency

Every job now gets the same folder template in the same location, removing the variation that came from manual creation — making information easier to find for anyone on the team, not just whoever set up the job.

What's Next

The platform was built with more than folder provisioning in mind. It already supports automated toolbox meeting forms — using voice transcription to capture discussion, touchscreen signature collection, and an attendee list populated automatically from AroFlo job data. This has been piloted with RBD, though it still needs some tweaks to fit their specific workflow before wider rollout. RBD is also interested in extending the same approach to other recurring paperwork, such as the Daily Diary.

Two further projects are currently in development:

Reporting automation — replacing a set of existing Power BI scripts with a more powerful and robust reporting system
QR-based asset tracking — allowing equipment to be checked out from RBD's stores by QR code, giving visibility over the custody and location of key assets

Both projects will generate their own metrics for deeper analysis, opening further opportunities to improve efficiency across the business.