Document Management System
How a mid-size engineering company replaced email-based document control with a fully structured lifecycle management system — built entirely on Microsoft Power Platform.
The Challenge
The business had no formal system for managing technical documents. Drawings, specifications, and reports were shared via email, stored across shared drives with no version control, and reviewed informally. There was no visibility into who had approved what, no transmittal register, and no integration with the ERP system. Every audit was painful and every document query took hours to resolve.
The Solution
We designed and built a fully structured document lifecycle management system on Microsoft Power Platform — using Power Apps, Power Automate, and SharePoint as the data layer — with zero custom code. The solution covered the entire document lifecycle from creation through to archival.
- •Version control with locked superseded revisions
- •Structured review and approval workflows with automated notifications
- •Transmittal management with timestamped distribution records
- •Direct ERP integration for project and cost-code linkage
- •Role-based access control aligned to organisational structure
The Outcome
For the first time, the business had a complete and searchable audit trail for every technical document. Review cycles that previously ran over email with no traceability were now fully governed. Transmittal records were automatically generated. The ERP integration eliminated manual data entry and gave project managers real-time visibility into document status against their programmes.