•  Customer had their existing SharePoint based portals created and documents managed already.
•  But the issue was with how the sites were organized/structured.
•  Documents specific to department were spread across multiple sites, leading to duplication of documents and difficulty in finding relevant documents.
•  Documents had to be shared to external users for inputs/reviews which was happening offline over email.
•  This brought in a complexity of users consolidating information over the emails.

Introduction

Customer had their existing SharePoint based portals created and documents managed already.

Solution

We provided a solution to build a DMS solution over SharePoint online that included the following activities.

•  Define an information architecture, restructured & migrated existing documents to map to the new information architecture.
•  Defined Document templates to help with specific document automation/approval processes
•  Enabled external user access to ensure they get involved in the system and all the activities happens online.
•  Built power-automate flows to automate the business process and document approval process.

Key Benefits

• The new system provided a more organized system enabling easy access of documents by the departments. It also enabled external users to be part of the business process reducing the overheads & also ensuring accuracy of information resulting in better process enablement and improved productivity