Increased Employee Efficiency by 70% - Implemented Sharepoint-Based Dms
Discover how invoice processing automation using SharePoint Premium reduces errors, speeds approvals, and improves document management.
Industry
Information Technology
Customer
Mid-Sized Organization
About us
In the pursuit of streamlining operations and ensuring efficient document management, our client, a mid-size organization in the Information Technology domain, embarked on an endeavor to revolutionize their documentation processes. By offering an innovative SharePoint-based Document Management System (DMS) product, the client aimed to eliminate paperwork chaos, enhance work efficiency, and secure ownership of confidential documents across their organization.
The Business Scenario
As a document management solution provider to diverse industry sectors, the client had built a reputation for saving countless hours through solutions that empowered teams to rapidly generate presentations, documents, and proposals. Their rapidly expanding clientele posed the challenge of managing multiple documentation effectively across various departments and business processes.
Key Benefits
1
Amplified Efficiency
A remarkable 70% surge in employee productivity
2
Strengthened Collaboration
Facilitated remote access management
3
Document Security
Enhanced security through unique permission management
4
Actionable Insights
Audit Logs and activity reports for informed decisions
The Solution
The client’s SharePoint-based DMS product provided a comprehensive suite of functionalities aimed at managing documents seamlessly. Key features of the solution included:
Document Management
- Assisting users in generating, indexing, searching, processing, splitting, merging, and initiating discussions about documents. The solution promoted workflow automation, enabling intuitive dashboard views and audit logs.
Metadata-Driven Search
- Configured SharePoint’s powerful search functionality, enabling users to quickly locate documents using metadata filters. This feature enhances document retrieval speed and accuracy.
Content Classification
- Utilizing SharePoint’s content classification features, we enabled the automatic categorization of documents both locally and globally. This ensures documents are organized efficiently and consistently.
Customized Libraries
- Customized document libraries tailored to each department’s unique needs.
- This allows for the individualized storage of content, further improving organization and accessibility.
Managing Discussions
- Facilitating user collaboration by allowing discussions on list items, templates, and final documents.
Report Generation
- Logging document-related operations for generating insightful reports using PowerBI.
Security Mechanism
- Implementing document access rights based on user roles and responsibilities.
Dashboard Management
- Providing users with a generalized view, and insights into total users, templates, final documents, and recent documents.
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Conclusion
By embracing an innovative SharePoint-based Document Management System product, our client effectively streamlined their documentation processes. The solution’s user-friendly interface, robust security mechanisms, and advanced features led to remarkable gains in efficiency, security, and collaboration, while significantly boosting employee productivity. This successful implementation underscores the transformative power of technology in modern document management practices.
Technology Stack
Microsoft Office 365
Microsoft Azure
Sharepoint Server 2013
Microsoft Power BI
Atlassian JIRA
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