Document Approval and Task Management with Azure Integration Services

Actors:

• Customer: The user or entity initiating document approval tasks.
• Azure Integration Services: The cloud-based integration platform responsible for managing document approval workflows and integrating with various systems.

Scenario:

Document Submission:

• Customers initiate document approval requests from various sources, such as SFTP or HTTP adapters.
• Azure Logic Apps, a part of Azure Integration Services, is used to receive and process documents from these sources.

Validation:

• Azure Logic Apps/Azure Functions performs validation checks on the received data to ensure conformity and completeness.
• If validation errors are identified, Logic Apps sends an error message back to the originating system.

Create Task:

• Documents that pass the validation checks are securely stored in Azure Blob Storage, which serves as the Digital File vault.
• Task details are captured in Azure SQL Database, which is an internal database for managing tasks and their status.
• Azure Logic Apps send outs a notification email to the systems users, notifying them that their task is ready for further processing using Azure SendGrid.

Task Status Change Notification:

• Whenever a task or its status changes, Azure Logic Apps retrieves the updated task information from Azure SQL Database.
• Logic Apps logs and audit the event and maintain a history of task changes.

Reminder Notifications:

• Azure Logic Apps is scheduled to periodically review the tasks in Azure SQL Database.
• For tasks that have not experienced a status change for 4 or 8 days, Logic Apps sends reminder emails to the system users

Task Completion:

• Upon the successful completion of a task, Azure Logic Apps notifies the end systems or customers involved in the workflow.
• Notifications can be sent using Azure Service Bus, ensuring that all stakeholders are informed that the task has been finalized.

A Strategic Move

• Migrating the workflow to Azure Integration Services allows for a scalable and cloud-based approach to document approval and task management.
• Azure Logic Apps, Azure Blob Storage, and Azure SQL Database are used to replace the functionality previously managed by BizTalk and other components.
• This migration provides the benefits of cloud scalability, reliability, and the integration capabilities of Azure services.