Before
Document management was performed in an on-premises SharePoint Server 2013 solution. In addition to an outdated interface, the customer encountered the following issues:
- Inability to customize. The solution was a one-size-fits-all solution for all companies in the holding group, leaving no room for customization to meet the specific needs of individual subsidiaries.
- Rigid security model. It was difficult for employees of the parent company to access documents from child companies. They had to contact the subsidiaries directly to obtain the necessary documents.
- No mobile version. The solution lacked a mobile version, which made it difficult for employees to access documents on the go.
- High TCO. Due to the use of legacy technology, the increased cost of supporting and developing the solution was constantly increasing.
- Server administration is needed. The solution required dedicated employees to perform server administration and support.
Solution
Unified document management service based on Power Platform. The solution includes Power Apps web application for users, the Dataverse database for data storage, and SharePoint Online for storing document scans.
- Document management with grouping by document category (incoming/outgoing/internal) and type.
- Storage of originals and document scans (with a history of changes and edits).
- Dynamic document card - the interface automatically changes based on the user's role, document category, type, and status.
- Automatic document numbering depends on category, type, and company.
- Document archiving.
- Combining documents into volumes and cases.
- External organizations and contact person management.
- Role-based security model (including an additional role for employees of the parent company).
Each company has its instance of the solution deployed within a single Microsoft tenant for the entire holding group.
