Outlook-Triggered Workflows
Proposal requests sent via Outlook automatically create records in the system, triggering approval workflows and status updates.
Client Background
Alliance Engineers & Project Consultants, LLC, a Texas-based EPCM (Engineering, Procurement, Construction Management) firm, needed a better way to manage proposals and track active projects. Their team was drowning in manual status updates, scattered proposal data, and time-consuming reporting processes.
The Challenge
The firm faced several critical operational bottlenecks:
- Manual Proposal ManagementProposal requests came through Outlook emails, but tracking status, approvals, and outcomes required manual updates across multiple spreadsheets. The approval cycle took 3-5 days.
- File Storage LimitationsStoring proposal attachments inside the Access database pushed the system close to the 2GB file limit, causing performance issues and storage warnings.
- Version Control ProblemsAs more users joined, manually distributing updated frontend files became impractical. Users often worked with outdated versions, causing data inconsistencies.
- Time-Consuming ReportingManagers spent 20+ hours per week compiling project status reports, proposal pipelines, and KPI dashboards from scattered data sources.
Our Solution
We developed a comprehensive Microsoft Access system that automated proposal workflows, project tracking, and reporting. The solution integrated with Outlook to trigger proposal requests, stored attachments externally to avoid database bloat, and included an auto-update mechanism for frontend distribution.
Key Features Delivered
External File Storage
Proposal attachments stored in shared folders with database references, reducing database size by 60% and improving performance.
Auto-Update System
Frontend automatically checks for updates and downloads the latest version, eliminating version confusion and manual distribution.
Automated Notifications
System sends automated status updates and team notifications via Outlook, keeping everyone informed without manual emails.
Dynamic Dashboards
Real-time KPI dashboards show proposal metrics (submitted, won, lost, kicked off), project completion percentages, and weekly status summaries.
Excel Export Automation
Automated Excel exports for sales forecasting, manpower planning, and management reporting, eliminating manual data compilation.
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Results & Impact
The project tracking system transformed proposal management and project visibility, delivering significant time savings and improved coordination.
Measurable Outcomes
Time Savings
Automated workflows eliminated 20 hours of manual reporting and status updates per week—saving 1,040 hours annually.
Proposal Processing Speed
Reduced proposal request-to-approval cycle from 3-5 days to same-day processing—75% faster turnaround.
Version Control
Eliminated 100% of version confusion issues through automated frontend update distribution system.
Storage Optimization
Reduced database size by 60% (from 1.8GB to 720MB) by moving attachments to external file storage, improving system performance.
Team Coordination
Improved project visibility reduced follow-up emails by 80% and eliminated duplicate status requests.
ROI Achievement
System delivered 180% ROI within first year through reduced administrative overhead and improved proposal win rates.
Technologies Used
- Microsoft Access – Main development environment and user interface
- VBA (Visual Basic for Applications) – Advanced logic, automation, and UI control
- SQL Server & Recordsets – Robust backend interaction and data management
- Outlook Integration – Automated email triggers and notifications
- Excel Automation – Automated report generation and data exports
Client Feedback
"The automated proposal system has been transformative. We went from spending days on proposal tracking to having everything automated and visible in real-time. The time savings alone justified the investment, but the improved proposal win rates were an unexpected bonus."