Document Management System with Robust Workflow Automation

Summary

A major Nordic IT services company opened a new branch to extend its European presence but found its employees working with an outdated, slow, and hard-to-use document management system. INNERLUXES built a brand-new document management portal on Microsoft SharePoint — importing and restructuring accumulated documents, adding custom role-based workflows, and layering in business-trip, holiday, and lunch-order management — all integrated with Exchange and Outlook to boost productivity and collaboration.

About the Client

The Client is a major Nordic IT services company and one of the larger IT services providers in Europe, with operations across many countries.

The Challenge

The Client opened a new branch to extend its presence in Europe. However, employees were working with an outdated document management system that had low performance and usability. The Client decided to develop a brand-new system to help employees handle daily tasks and improve their overall productivity.

The Solution

To get a flexible solution, the Client chose the Microsoft SharePoint platform for its strong out-of-the-box document management functionality. The new portal was implemented on Microsoft Office SharePoint Server 2007 and designed in compliance with the Client's corporate style.

Accumulated documents were imported into the system and structured thoroughly. Customized workflows were built for the new document management system, and user rights were granted in accordance with employees' roles in the workflows.

Apart from document workflow automation, the portal enabled the management of employees' business trips and holidays. Lunch orders were added to the portal's functionality at the employees' request.

At the final stage, the portal was integrated with the corporate email system (Exchange and Outlook) to synchronize employees' activities across both systems and enhance collaboration.

The Results

• The Client received a powerful document management system developed according to the company's identity and internal business processes.
• The portal supported a new, smart document management policy, resulting in better employee productivity and easier document processing.

Technologies and Tools

Microsoft SharePoint Server 2007, Microsoft SQL Server 2008, Microsoft .NET Framework 3.5, MS Visual Studio 2008, Windows Workflow Foundation.