Centralizing Regulatory Request Intake with One RIM App

Shane Jeffers

Product Designer

Figma

Microsoft Power Automate

Power Apps

Healthcare

Centralizing Regulatory Request Intake

Streamlined submissions and reduced processing time by 20%

OVERVIEW

Too Many Emails. Too Much Risk

There was no form before the One RIM App, regulatory requests in the regulatory affairs department were handled through hallway conversations, scattered emails, and Teams messages.

✅ 20% faster regulatory request processing

✅ Over 1,000 requests submitted since launch

✅ 100% of requestors receive automated status updates

PROBLEM

Repeated Issues, Lost Time, and Poor visibility

The RIM team had no standardized way to intake, triage, or track requests. Users messaged whoever they knew, often Wilson (a key team member), making the system fragile. This was more than a UX issue it was a business risk.

❌ No formal system to track or assign requests

❌ Missed or repeated requests across departments

❌ One person was the bottleneck (and single point of failure)

SOLUTION

One Form to Handle It All

We created the One RIM App a centralized request tool built with PowerApps and SharePoint. It was designed using form UX best practices and automated workflows to ensure consistency, visibility, and speed.

Smart Form Design

Broke up long forms into clear screens

Grouped related inputs for easier comprehension

Used dropdowns and auto-populated fields where possible

SharePoint List + Power Automate

Each submission logged to SharePoint with a unique reference

Status field (Submitted, Complete, Closed)

Triggered custom email alerts on status changes

This wasn’t just about saving time, it gave users confidence.

For many, this was the first time they received structured, trackable updates in the regulatory request process.

RESULTS

Outcome of the App

The new system didn’t just improve intake it changed how our department worked. The app helped create visibility, confidence, and a standardized process.

✅ 20% faster regulatory request processing ✅ Over 1,000 requests submitted since launch ✅ 100% of requestors receive automated status updates ✅ One source of truth via SharePoint

REFECTIONS

What I learned

This project was a reminder that small, targeted changes can have a huge ripple effect.

We didn’t need a massive platform overhaul we just needed to solve a real pain point and ship something useful.

It also sharpened my ability to work in no-code tools like PowerApps and PowerAutomate, which are incredibly powerful for getting things live without waiting on dev cycles.

Like this project