Employees regularly faced difficulties in locating current guidelines, production procedures, and instructions, as document updates were disseminated via email, leading to significant confusion and chaos. An effective solution was required to centralize documentation and facilitate easy management, approval, and publication. The client needed a system that would provide an overview of the document lifecycle and ensure access to up-to-date information and documents at all times.
DOCUMENT QUALITY MANAGEMENT SYSTEM
Through several meetings with the client and requirement analysis, a system was gradually designed to facilitate the creation and publishing process of documentation as much as possible. It also enabled transparent access to information about the lifecycle and current status of individual documents for audit purposes.
The solution consists of three main components:
POWER APP
The Power Apps application is the main component of the solution for managing the lifecycle of controlled documents. It serves to create documents from templates and allows their modification. The application enables the management of the commenting and approval process by the document owner, who is responsible for the document. It also includes lists and forms for handling tasks within the commenting and approval of individual documents.
After approving and publishing a new version of a document, each document is accessible via a single static URL address, ensuring that the latest published version is always available to all employees.
POWER AUTOMATE
The processes of commenting, approval, publishing, and archiving are automated to the fullest extent possible and implemented in Power Automate, which accelerates the entire process of creating and processing documentation.
Selected tech stack, tools, and frameworks to ensure scalability, performance, and long-term reliability.
Microsoft 365
Power Apps
Power Automate
Power Platform
PowerBI
PowerFX
SharePoint
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