SharePoint Document Management System Enabling a Fast and Secure Document Lifecycle

Summary

A construction products manufacturer needed centralized document management and fast, secure document approval to streamline its document-driven business processes. In six weeks, INNERLUXES built a SharePoint Online document management system with Power Automate approval workflows that auto-lock approved documents, a reusable workflow template, custom HR and payroll forms, quick links to key systems, and social features — accelerating the document lifecycle and driving high adoption among employees.

About the Client

The Client is a manufacturing company located in the Gulf region, providing diverse construction products such as sandwich panels and insulation boards.

The Challenge

To streamline document-driven business processes, the Client needed centralized document management and fast document approval, and wanted to achieve the integrity and security of approved documents. The Client decided that a document management system would be a suitable solution to meet these business needs.

The Solution

The Client chose SharePoint Online as the basis for its document management solution and commissioned INNERLUXES for the SharePoint DMS project, which the team completed within six weeks.

In accordance with the Client's needs, INNERLUXES 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 automatically setting read-only permission on the approved document. In addition, the team developed a workflow template that enabled the Client's employees to quickly and easily build typical document workflows.

During the project, the Client also asked INNERLUXES to create two custom electronic forms to automate employee information management and payroll management, as it wasn't satisfied with SharePoint's out-of-the-box forms. The 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, INNERLUXES created quick links from the SharePoint DMS to the company's ERP, social media profiles, and other tools frequently used by employees.

While working on the project, INNERLUXES suggested making the SharePoint DMS more engaging and encouraging employee communication. The Client approved this suggestion, and the team implemented an array of social features for the DMS, including birthday and work anniversary dashboards, recognition badges, and Survey and Quote of the Day web parts.

Upon finishing the project, INNERLUXES conducted user training for the Client's employees, which helped facilitate DMS adoption.

The Results

• With the new SharePoint DMS, the Client streamlined its document lifecycle through approval workflow automation and accelerated its document-driven business processes.
• Thanks to the social functionality and comprehensive employee training, the DMS demonstrated high adoption among the Client's employees.
• The SharePoint DMS helped improve employee productivity by providing easy access to the company's key content and other systems.

Technologies and Tools

SharePoint Online, SharePoint Framework (SPFx), Microsoft Power Automate, Microsoft Power Apps, Microsoft Forms.