SharePoint Document Management System Enabling Fast and Secure Document Lifecycle
Customer
The Customer is a manufacturing company located in the Gulf. The company provides diverse construction products like sandwich panels and insulation boards.
Challenge
To streamline document-driven business processes in the company, the Customer needed centralized document management and fast document approval. They also wanted to achieve the integrity and security of the approved documents. So, the Customer considered implementing a document management system as a suitable solution that would meet their business needs.
Solution
The Customer chose SharePoint Online as a basis for their document management solution and commissioned ScienceSoft, an experienced provider of SharePoint document management software, to take on a SharePoint DMS project. ScienceSoft’s team successfully completed the project within six weeks.
In accordance with the Customer’s needs, ScienceSoft’s team created four custom single-approver workflows using Microsoft Power Automate. These workflows allowed for specifying an approver’s name, generating automated notifications about a document’s rejection or approval, and automated setting a read-only permission to the approved document. In addition, our team developed a workflow template that enabled the Customer’s employees to quickly and easily build typical document workflows.
During the project, the Customer also asked our team to create two custom electronic forms to automate employee information management and payroll management, as the Customer wasn’t satisfied with SharePoint out-of-the-box forms. Our team created two dedicated forms with the company’s logo and a preset order of fields.
To enable easy access to the company’s key information, ScienceSoft’s team created quick links from SharePoint DMS to the company’s ERP, social media profiles, and other tools frequently used by the employees.
When working on the project, ScienceSoft’s team suggested making the SharePoint DMS solution more engaging and encouraging employee communication. The Customer approved this suggestion, and our SharePoint team implemented an array of social features for the DMS, including birthday and work anniversary dashboards, recognition badges, Survey and Quote of the Day web parts.
Upon finishing the project, ScienceSoft’s team conducted user training for the Customer’s employees, which helped facilitate the DMS adoption.
Results
With the new SharePoint DMS solution, the Customer streamlined document lifecycle due to approval workflow automation and accelerated document-driven business processes. Due to social functionality and comprehensive employee training, the DMS solution demonstrated high adoption among the Customer’s employees. Also, the SharePoint DMS helped improve employee productivity due to providing the employees with easy access to the key company’s content and other systems.
Technologies and Tools
SharePoint Online, SharePoint Framework (SPFx), Microsoft Power Automate, Microsoft Power Apps, Microsoft Forms.
