•  A manufacturing company's business documents were scattered across emails and individual OneDrive folders.
•  Difficulty for departments in finding the right documents promptly.
•  Existence of multiple versions of the same documents, leading to confusion.
•  Approval processes conducted over emails, causing delays and tedious follow-ups.
•  Lack of a centralized system for efficient document management.
•  Customer was looking at implementing a document management system to overcome the hassles they were facing. & also automate their business processes.

Introduction

A manufacturing company's business documents were scattered across emails and individual OneDrive folders.

Challenges

Solution Stack

•  SharePoint Online
•  SharePoint Migration Tool
•  Power Automate
•  Power Apps

Solution

•  We provided a solution to build a DMS solution over SharePoint online that included the following activities.
•  Created a systematic structure for organizing documents based on departments and processes.
•  Migration of existing documents to map to the new structure.
•  Implemented features for effective document control, including versioning, metadata tagging, and permissions.
•  Enable easy document retrieval through keyword searches, content searches, and metadata-based filtering.
•  Built power-apps based forms & power-automate flows to automate the business process and document approval process.

Key Benefits

• The solution provided a centralised cloud-based repository for the customer to store, manage and access documents from anywhere.
•  Information was available anytime Improving the accuracy and findability of information, ensuring employees can quickly find the right documents.
• Better findability and improved process automation helped increase the overall productivity of the employees.