Business Requirement

The client’s business depends on the proper exchange of project information in documents, involves reviews and approvals critical to the success of their deliveries. Their productivity hinges on organized management of project knowledge/content/documents.

They wanted a solution to help them better manage the flow of information with respective stakeholders and control and provide role-based access to multiple versions of several business-critical documents.

They wanted to restrict access to reviewers and approvers while the document review was underway.

They also had to publish PDFs and wanted the solution from CCS to support this requirement.

The client also wanted to prevent the use of outdated/inoperable information.

CCS Solution

CCS Engineers proposed workflow-based process automation to streamline the review and approval of documents. The Team engineered a document management system to obtain reviews from multiple users before approval. The QDMS would notify reviewers and approvers about specific tasks/actions.

Security roles in Microsoft 365 would ensure that designated users get the latest published version of the documents.

The QDMS would allow an approver to publish the document in any format (native or PDF) based on the business need. Role-based access would appropriately allow edit and read-only rights to specific users.

The quality document management system would help configure the expiry of documents and notify the concerned users well in advance to either revise or void the document.