Digital Documentation Tool

The client

The client is a multinational enterprise with operations spanning multiple countries and industries. To ensure smooth operations, compliance, and accountability, the client required a unified task management system integrated within their SharePoint Intranet to centralize documentation, streamline workflows, and improve visibility across all organizational levels.

The Challenge

The organization faced several operational challenges in managing documentation and tasks:

• Ensuring employees remain updated and trained on the latest policies
• Lack of integration between policies and employee records, limiting role-specific alignment.
• Need for improved access control to prevent unauthorized task viewing or modifications.
• Lack of centralized visibility to manage and track tasks across countries and companies.
• Absence of reporting and analytics capabilities to support decision-making.

The Solution

Dotsquares partnered with the client to design and implement a SharePoint-based hierarchical task management system, delivering:

• Role-based access control with secure, tailored permissions for files, folders, and tasks.
• A functional and visually appealing landing page to simplify navigation and task visibility.
• Dynamic reporting capabilities with real-time insights for managers and admins.
• Creation of distinct user groups with mapped responsibilities for efficient delegation.
• Global-to-local task distribution, enabling super admins to assign tasks at multiple levels (country, company, department).
• Seamless workflow automation using SharePoint Workflows and Designer.
• Enhanced collaboration and accountability with notifications, updates, and unified task views.

The Results

The implementation of the Digital Documentation Tool delivered significant business benefits:

• Improved policy awareness and compliance by centralizing documentation and training.
• Increased efficiency and accountability through clear task delegation and visibility.
• Enhanced data security with strict role-based permissions.
• Strengthened cross-country collaboration via unified global task tracking.
• Enabled data-driven decision-making with insightful, real-time reporting.

WHAT WE DID WHAT WE DID

• Built hierarchical task management within SharePoint Intranet
• Implemented role-based access controls and secure permissions
• Designed an intuitive landing page and navigation interface
• Developed workflows for task assignment and tracking
• Enabled dynamic reporting and real-time data visualization
• Streamlined global task delegation and cross-country oversight