Case Study

Customs Data Flow Automation

Redesigning a manual Excel-based workflow into a centralized data-flow automation concept.

Workflow Automation Data Flow Design Excel Automation Process Mapping Legacy Software Integration Business Process Optimization
113 → 60
Values
47%
Fewer Entries
5
Workspaces
1
Central Hub
!

The Problem

The workflow relied on one desktop application and multiple Excel files. Many values were entered manually more than once, creating duplicated work, error risk, slower processing, and inconsistent records. There was no clear central source of truth.

✓

The Proposed Solution

Make the main Excel file the central working hub. The desktop application exports relevant data automatically, and other Excel files receive only the fields they need from the central hub. This drastically reduces manual work and streamlines maintenance.

Workflow Comparison

From scattered data entry to a centralized automated hub.

Legacy Workflow

  • ×
    Manual entry across a desktop application and several Excel files
  • ×
    Same values typed repeatedly in different locations
  • ×
    No central data hub or single source of truth
  • ×
    Higher chance of human errors and data inconsistency
  • =
    113 total registered values

Centralized Automation

  • ✓
    Desktop application exports relevant data automatically
  • ✓
    Main Excel file becomes the central working hub
  • ✓
    Secondary files receive only the specific data they need
  • ✓
    One small secondary input remains isolated
  • =
    60 total registered values (~47% fewer manual entries)

Architecture Diagram

Execution

Implementation Roadmap

Map all fields across the current workflow

Identify duplicated and unique fields

Create a field-mapping table

Discuss export options with the desktop application developer

Redesign the main Excel file as the central hub

Build the import from the desktop app export into the main Excel file

Automate transfers to the secondary Excel files

Test with real cases

Document the workflow & Train users

Technical Handoff

Questions for the Developer

Bridging business needs with practical technical solutions.

User Experience
How can we implement this automated data extraction with zero disruption to the user's daily workflow?
System Integration
What is the most reliable and maintainable method (e.g., API, automated CSV) to export this data?
Data Integrity
Can we ensure strict data consistency, including unique case identifiers and stable field mapping?
Scalability
If business rules change, how easily can we adapt the export structure in the future?
Documentation
Do we have existing data dictionaries or documentation for the current database schema?

My Role

Analyzed the existing workflow, mapped the current and proposed process, and identified duplicate data-entry points.

Designed the central hub logic and defined the automation concept. Prepared technical questions for the application developer to connect business needs with a practical technical solution.

Engineering + Workflow Design

Tools & Methods

Excalidraw
BPMN
User Story Mapping
Requirements Gathering
Excel & Power Query
Field mapping
API / Export Specs
Cross-functional Dev Coordination