Asset management: from an uploaded policy to a deadline tracked on the asset record.

The insurance policy, the inspection certificate or the service sheet is uploaded to the asset's folder. An AI model extracts the expiry date from the document, and the date is written to the asset record. Before the deadline, the person responsible receives a card in Teams with all of the asset's deadlines.

Discuss the workflow

A 30-minute conversation about your assets and their deadlines.

Asset assistantTeams

Which cars have their roadworthiness test due next month?

Assets

Tests due next month

Sales
Car, due on the 12th
Service
Van, due on the 19th
Management
Car, due on the 28th
Owners have been alerted3 due dates
  1. Question
  2. Due dates
  3. Alert

Today

  1. Policies and asset documents are kept in folders or on paper.
  2. Expiry dates are copied into a spreadsheet by hand.
  3. Deadlines are checked periodically, one asset at a time.

With the flow

  1. The document is uploaded to the asset's folder.
  2. An AI model extracts the expiry date, which is written to the asset record.
  3. Before the deadline, the person responsible receives a card in Teams.

Step by step

Asset management

  1. Teams to SharePoint

    Step 1: Policy

    The new insurance policy is uploaded to the car's folder.

  2. SharePoint to AI agent

    Step 2: Recognition

    An AI model extracts the expiry date from the policy.

  3. AI agent to Process app

    Step 3: Deadline

    The insurance deadline is written to the asset record.

  4. Process app to Teams

    Step 4: Alert

    Before the deadline, a single card in Teams, with all of the asset's deadlines.

What it is based on

Process and approval workflows on Power Apps and Power Automate, delivered at three accounts. The asset record tracks eight types of deadline, from vehicle insurance and inspections to calibration, servicing and warranty.

Workflow walkthrough

We walk through it together, from document to notification, with an asset like yours.

What the workflow does

  1. 01

    Every asset has a record, a person responsible and a folder with its documents.

  2. 02

    The expiry date is read from the document and written to the record.

  3. 03

    The record shows only the fields and deadlines of the asset's category.

  4. 04

    Before a deadline, the person responsible receives one card in Teams per asset.

What it runs on

Microsoft 365, SharePoint, Teams, Power Apps and Power Automate, with an AI model that extracts the data from the documents. Everything in your own tenant, with no separate platform to license.

  • SharePoint
  • Microsoft Teams
  • Power Apps
  • Power Automate

Questions about assets and deadlines

Which assets can be tracked?

Vehicles, IT equipment, industrial machinery, medical equipment and infrastructure. The asset's category sets which deadlines are tracked on its record.

Who receives the notification?

The person responsible for the asset, as a card in Teams, before the deadline. For an asset with three upcoming deadlines, the person responsible receives one card, with three lines.

Who sets the notification thresholds?

You do. Thresholds and recipients are configured for each type of deadline.

How do you track asset deadlines today?

Tell us in 30 minutes. We will tell you what can be automated, and at what fixed price.

Denis Stadler
The first call is with Denis Stadler.Founder · AI Architect & Fractional CTO
Pick a time for a 30-minute call(opens in a new tab)Message us on WhatsApp(opens in a new tab)Call +40 374 616 331