Circyl build upon a strong relationship by delivering a sophisticated document transmittal solution

Responsible for looking after some of the UK’s most used natural water resources and a wide range of heritage buildings across England and Wales, the customer is a highly respected, UK-based charity.

They work with volunteers and communities across England and Wales to create spaces where local people want to spend time.

Pain points

The customer were already using Microsoft Technologies throughout the organisation and had recently upgraded their SharePoint 2010 platform to Microsoft 365, transitioning from an on-premise environment to a Cloud-based solution, with the support of Circyl.

Approximately 10,000 different sites were migrated, of which 500-600 were dedicated to the management of active projects. These consisted of multiple forms of documents, content and assets which needed to be shared between internal resources and external partners/contractors.
All document sharing needed to be secure to manage any potential sensitive information, along with robust version control to give complete document traceability. Not only this, but Project Managers required tailored access based on their individual profiles, so they could seamlessly create and send documents, without unnecessary delays.

This demand for increased efficiency required experienced technical support, and they opted to engage Circyl following a positive collaboration earlier in the year.

Objectives

To achieve enhanced efficiency, the business required a comprehensive Enterprise Data Management (EDM) solution that would deliver long term process improvements, whilst utilising their existing SharePoint libraries.

As such, Circyl proposed a comprehensive document transmittal solution, achieved through leveraging the extensive integration features from its existing Microsoft 365 platform and PowerApps.

The main focus of the project for Circyl was to establish the necessary feature set and functionality that delivered a solution tailored to meet the unique needs of the business, whilst effectively utilising the existing SharePoint content.

The final solution records a log of the documents transferred to/from a client, along with details of the document package that was sent. The transmittal also contains specific project-related details to assist with further processing, allowing users to track correspondence accordingly.

Outcomes and Goals

The distribution of documents to internal users, external partners and contractor communities needed to be managed appropriately, and the introduction of a document transmittals solution ensures that details are accurately recorded, whilst allowing processes to run smoothly.

With this solution, authorised users have access to a number of different SharePoint libraries and are given the appropriate permissions to apply attributes and package them into a single transmittal distribution.

With security being an important aspect of the project, visibility and access features have been added to the solution so that only those with the necessary authorisation can access sensitive files.

As previously mentioned, the solution’s ability to record a log of the documents transferred ensures that authorised users have access to a detailed audit trail of all their correspondence, allowing them to keep better track of actions.

The experience and expertise of Circyl allowed them to deliver an easy-to-use solution that has been embedded into the organisation’s SharePoint environment. The application’s front end is built using PowerApps, with the transmittal details stored in a central SharePoint list – this supports the workflows created using Power Automate.