Digital Documentation Tool – SharePoint Intranet for Global Task Management

The Client 

The client, a global enterprise operating across multiple countries, required a digital documentation and task management tool to improve policy awareness, streamline task delegation, and enable secure, role-based task execution. 

The Challenge 

The organization faced multiple challenges in managing policies and tasks: 

• Employees struggled to stay updated and trained on latest policies. 

• Lack of integration with employee records made it hard to align policies with specific roles and responsibilities. 

• Weak access control features in SharePoint created risks of unauthorized task visibility or modifications. 

• Absence of centralized oversight, making multi-country task management inefficient. 

The Solution 

Dotsquares delivered a robust SharePoint Online intranet platform with task management and documentation features tailored to global operations: 

• Role-Based Access & Permissions 

• Implemented secure access controls for files, folders, and tasks. 

• Assigned distinct user groups with designated responsibilities. 

• Task Management Across Multiple Countries 

• Super admins can assign tasks globally, regionally, or at the company level. 

• Streamlined delegation through group-based assignments. 

• Enhanced User Experience 

• Designed a functional, visually appealing landing page for intuitive navigation. 

• Provided a unified interface for users to access tasks, policies, and updates. 

• Dynamic Reporting & Tracking 

• Built real-time reporting and dashboards to track task progress. 

• Enabled analytics for improved decision-making and accountability. 

• Global Collaboration 

• Provided a consolidated global view of tasks across countries. 

• Strengthened cross-country alignment and transparency. 

The Results 

• Centralized global task management system for efficient oversight. 

• Improved compliance and accountability through role-based access. 

• Streamlined policy awareness and training across employee groups. 

• Real-time insights and reporting enabled better executive decision-making. 

• Cross-country collaboration strengthened, ensuring consistent task execution worldwide.