When a shared spreadsheet needs an internal app
Look at the problems with input, approvals and file versions before deciding what an app should replace.
The workflow illustrates a possible design and is not a client case study.
- Structure fields
- Build workflow
- Reconcile in parallel
Where has Excel become hard to manage?
Different file versions, overwritten formulas and unclear approvals can make a shared spreadsheet hard to trust. The number of rows alone does not justify replacing it. Find where mistakes enter, which columns hold records or calculations, and how staff correct them today.
Compare spreadsheet changes, Power Apps and custom work
Compare an improved spreadsheet, a Power Apps solution and custom development. Power Apps can provide an interface for connected data, but external users, permissions, integrations and licensing affect the cost and design. A new input screen still needs clear rules for the data behind it.
Move one frequently used workflow
Move one frequently used process first. Clean up the fields, add unique record IDs and check input values. Keep the exports staff need. Plan a limited period of parallel use, compare the records and agree who will stop edits to the old sheet and when to switch back if needed.
Check formulas and approval history
Try simultaneous edits, missing values, duplicates, existing calculations and exports. Compare individual records, totals and approval history. Have staff complete their normal daily tasks before retiring the old process.
Bring the spreadsheet and examples of what goes wrong
Bring a workbook with personal details removed, explain its formulas and list who uses it. Include the tasks where mistakes or rework happen most often.