Background: Libraries with systematic review (SR) services track and collect data on requests to manage workload and to make administrative decisions like hiring or acquiring resources based on demand. Librarians rely on technology, often selected based on institutional subscriptions, for internal tracking, communication, and data collection. However, many libraries rely on manual data entry despite available low-code software like Microsoft Power Automate or Zapier that could automate and optimize team workflows. This case study describes how a SR coordinator used Power Automate flows to automate email reminders, centralize workflows, collect data, and ensure requests were claimed by librarians across a large team.

Description: We created a Power Automate workflow to automatically email our team of a new request upon submission. This information is transferred to our tracking system, Microsoft Lists, which is embedded into our Teams site for convenience. Librarians can claim requests and add tags, notes, or files. Finally, the form submission updates a backup Excel file we use for statistics and visualizations. These processes ensure information is centralized and automated, so team members do not have to locate or update information manually.

Conclusion: We demonstrate how to optimize and integrate existing tools using low-code software. This strategy is not exclusive to Microsoft and is transferable to Google or other major office management software. Additional integrations including Planner are available for those preferring Kanban-style tools.