Case Study · Document Management
Improving document management and workflow efficiency
A structured SharePoint solution that improved document control, reduced manual handling, and streamlined approval workflows across the organisation.
Improved document control and versioning
Improved document control and versioning
Streamlined approval workflows
Increased visibility across processes
CHEC is a UK community healthcare provider working in partnership with the NHS. Founded in 2012, it runs more than 35 community hospitals across the country.
Services used:
SharePoint Services
Powe Platform Services
Workflow Automation
Document Management
The challenge
The organisation was relying heavily on email and shared drives to manage documents and approval processes. This created several challenges across the business, including inconsistent document storage, limited visibility, and delays in approvals.
Documents were often duplicated or outdated, and there was no clear ownership or version control. Approval processes were handled manually through email, making it difficult to track progress and ensure consistency.
As the organisation grew, these issues became more difficult to manage, creating inefficiencies and increasing the risk of errors.
The approach
We started by reviewing the existing processes and identifying where inefficiencies and inconsistencies were occurring. This allowed us to define a clear structure for how documents and workflows should be managed.
The solution was designed around SharePoint and Power Platform, ensuring it aligned with the organisation’s existing Microsoft 365 environment.
The focus was on creating a structured system that would be easy to use, scalable, and aligned with how teams already worked.
The solution
A structured SharePoint and Power Platform solution was implemented to improve document management and automate workflows.
Structured document management system
A SharePoint-based document management system with clear folder structures, permissions, and version control to ensure documents were easy to find and manage.
Workflow
automation
Power Automate workflows were introduced to handle approvals, notifications, and document routing, reducing reliance on email.
Improved
visibility
Dashboards and tracking mechanisms were implemented to provide better visibility into document status and approval progress.
Standardised
processes
Processes were standardised across the organisation, ensuring consistency and reducing errors.
The outcome
The new system significantly improved how documents and workflows were managed across the organisation.
Manual effort was reduced, processes became more consistent, and teams gained better visibility into their work.
Key results
Reduced manual handling of documents
Faster approval processes
Improved document accuracy and control
Increased efficiency across teams
Better visibility into workflows and status
Inteknix Ltd provided a great service whilst and completed quality work. Would highly recommend.
R Greenley Asda
Selected Work
Explore our recent work
Looking to achieve similar results?
If you are facing similar challenges with document management or workflows, we can help you design and deliver a solution that fits your organisation.
