Business Procedures Management

The solution that Dev4Side has created for the management of business procedures extends Microsoft SharePoint, transforming it into a highly customized platform that meets the specific needs of a multinational company. The developed application not only facilitates the creation, approval and distribution of procedures, but also introduces a level of personalization and control that significantly improves the efficiency and accessibility of business documents. By delving into the implemented functionalities and their impact on the organization, we were able to implement:

Personalization and Automation on Microsoft SharePoint

Dev4Side has extended the capabilities of Microsoft SharePoint, introducing customized buttons and automated workflows that are perfectly adapted to the customer's needs. The ease of initiating approval processes with a single click significantly reduces time and minimizes manual errors, simplifying interaction for involved users and optimizing business processes.

The procedure is created in 'draft' mode from a first employee who, thanks to the presence of a custom button, starts the document approval flow. Subsequently, the document is sent sequentially to a series of employees managers identified through a SharePoint list. Each employee then has the option to approve the document through a special button and, if they decide to refuse the procedure, to restart the approval flow all over again.

At the end of the entire approval process, Access permissions are set and the document is sent to all users who must have access to the procedure.

Advanced Security and Permission Management

A crucial aspect has been security management and permission management, ensuring that only users with appropriate permissions can access specific documents. Through an advanced permission management system, we ensure effective protection of sensitive information, with high granularity and complying with company security policies and preventing unauthorized access.

Thanks to the platform for managing business procedures, it is also possible grant access permissions to ensure that only employees who need them can see the documents.

The corporate procedures are therefore accessible to all company employees, while those inserted in the division and local libraries have a special field to allow the company to indicate which users should have access to the documents. Finally, there is a field called “custom readers” which allows both to grant access permissions even to employees who are not part of the previously identified groups and to limit access permissions to a smaller group of users.

This process is entirely managed by an external application which allows the company to match the metadata of the documents to the groups and users present on Active Directory company in order to correctly send communications to interested employees.

Intuitive and Accessible User Interface

The platform's user interface maintains the Microsoft SharePoint look'n fell, and was designed to be immediately understandable and easily usable by all employees, thus reducing the learning curve and promoting rapid adoption of the system without the need for extensive training. All customizations have been developed ensuring high compatibility and implementing customizations through the use of SharePoint Framework

Feedback and Continuous Improvement Process

The platform allows an efficient collection of feedback after the publication of a procedure, facilitating a continuous improvement process. The comment entry functionality, integrated into the solution, allows managers to communicate their evaluations, which are then distributed to all users authorized to consult the procedure.

Organized Archiving Solutions

Thanks to the use of Microsoft SharePoint, Dev4Side has designed an intelligent archiving system, with dedicated libraries accessible only by authorized users. This functionality not only helps maintain a clear and organized history of procedures, but it also makes it easier for employees to search for and access previous documentation and versions.

In summary, taking advantage of the capabilities of Microsoft SharePoint, Dev4Side has provided its client with a customized platform for managing business procedures that not only optimizes internal processes but also guarantees security, customization and ease of use.