Challenges Faced by the Client

In a field where security and clear processes are vital, keeping track of all documents is a big deal. Good documentation makes sure data is safe, audits run smoothly, and teams work together without hiccups. However, the client faced major issues because:

• Scattered Files: Important documents were stored in different systems, making them hard to find and manage.
• Weak Access Control: Without strict role-based permissions, sensitive files risk being viewed by the wrong people.
• Company-Wide Impact: The lack of a unified system slowed down the review and approval process, confusing departments.

These issues required a company-wide solution that ensured both security and accessibility.

Solutions

To address these challenges, we implemented a centralized document repository management system using Microsoft Power Apps, SharePoint Online, and Power Automate. Its key features include:

• Intuitive Documentation: A simple, user-friendly app allowed basic users to upload documents, which were then stored in a dedicated SharePoint library.
• Central Repository: All files were securely stored in one place with metadata (details like document owner, status – “Pending”, “Reviewed”, “Approved,” and assigned reviewer) to keep track of each document.
• Automated Workflows:
  • When a document is uploaded, Power Automate automatically sends a notification to the assigned reviewer.
  • The reviewer accesses the document through Power Apps, adds feedback or comments, and, if needed, sends it back for changes. If satisfied, the reviewer marks it as “Reviewed”.
  • Next, the document moves to an approver who can approve or reject it. An approved document’s status is updated accordingly, while rejected ones go back for modifications.
• Role-Based Access Control (RBAC): Permissions were set up as follows:
  • Basic Users: Can upload documents and view only the ones they uploaded.
  • Reviewers: Can only review documents assigned to them.
  • Approvers: Can approve or reject documents after review.
  • Admins: Have full access to view, edit, review, reassign, and approve documents.
  • Local Users: Can see document titles but need permission to view or download content.
  • Global Users: Have full viewing and downloading rights for all documents.

Solutions Benefits

The new system brought clear improvements for the client:

• • Better Document Organization: All files are in one place and easy to find.
  • Stronger Security: Clear access controls protect sensitive documents.
  • Faster Reviews and Approvals: Automated workflows speed up the review process and reduce delays.
  • Easy Compliance: Tracking metadata such as ownership, document status, and history makes it simple to meet audit and regulatory requirements.
  • Improved Collaboration: Everyone works more efficiently with a unified, reliable system.

Conclusion

Our approach brought all documents together in one centralized document repository management system using Power Apps, SharePoint Online, and Power Automate, enabling automated workflows and precise role-based permissions. This process change accelerated document review processes, improved productivity, and tightened security for the client. At UB Technology Innovations, Inc., we create next-gen document repositories that empower organizations with granular access control, real-time collaboration tools, and agile compliance tracking.

About Us

UB Technology Innovations, Inc. (UBTI) is a leading global technology solution provider with over 3 decades of experience across all industries, specializing in Capital Markets, Logistics, and Healthcare. We are the preferred Microsoft Solutions Partner backed by a world-class team of Microsoft Certified experts with rich experience in Azure Cloud Platform and Data Analytics.

One of the Top 10 winners of the
Microsoft’s Azure AI & ML Workathon