For the CFO, finance and legal
Document management: documents filed automatically and searchable by metadata.
One place to upload, routing by your own rules and search by metadata, not by file name. In the SharePoint you already have.
- 25,000+invoices a month: the capacity a payment archive we delivered is designed for
- ERP integrationdocuments are archived and retrieved through an API, from SAP and from business applications
- Digital signature in SharePointwith cloud certificates
Today
- Documents arrive by email and are saved in personal folders.
- Whoever uploads a document decides each time where to put it.
- Documents are searched by file name.
- Expiring contracts are tracked separately.
With the flow
- Documents are uploaded in one place, from Teams, email or SharePoint.
- Each document is filed in the archive according to a list of rules.
- Search works by supplier, number, date or cost centre.
- The person responsible receives an alert before expiry.
What the document management system does
Every block runs in your own Microsoft 365. No separate platform to license or maintain.
A single upload point
Documents are uploaded once, from Teams, from email or from SharePoint.
Rule-based routing
The library and the owner are set from a configuration list, with no manual decision at each upload.
Archive by area
Operations, HR, sales, assets. Each document is filed with its related record.
Metadata search
Supplier, number, date, cost centre. Not the file name.
Expiry alerts
For contracts, licences and permits about to expire, the owner receives an alert before the deadline.
Electronic document registry
Numbered incoming and outgoing documents, with recipient, confirmation and courier waybill.
The stages of a document, from upload to archive
The steps run automatically; a person steps in for approval and for documents below the confidence threshold.
- 01
Upload
From Teams, email or SharePoint.
Teams
SharePoint
- 02
Recognition
A model in Microsoft Foundry identifies the document type and extracts the fields, with a confidence score.
Microsoft Foundry
- 03
Routing
The library and the owner are set by rules. In a flow or in code, depending on volume.
Power Automate
Azure Functions
- 04
Approval
Where needed, a person approves from Teams.
- Teams
- 05
Archive
With metadata, retention and an expiry alert.
- SharePoint
Purview
Questions about document management
What is a document management system (DMS)?
A system that receives, classifies, routes and archives a company's documents, with access and retention rules. We build it in SharePoint, on the Microsoft 365 you already have.
With AI or without?
Both options work. Without AI, the person uploading picks the document type and fills in the fields, and the rules set the library it is filed in. With AI, the model fills in the type and the fields, and documents with low confidence are sent to a person for review.
What is an electronic document registry?
The numbered record of documents coming into and going out of the company: who sent them, who received them, when they were answered. In SharePoint, with automatic numbering and confirmation.
Do we have to buy a separate system?
No. Everything runs in SharePoint and Microsoft 365, on the licences you already have.
What happens to our existing archive?
We migrate it, with its metadata, so it can be searched from day one.
Does it work with e-invoicing?
Yes. Invoices from the e-invoicing system are imported into the same workflow. At a construction client, they are routed by site and by cost centre.
Can we sign digitally in SharePoint?
Yes. We have delivered digital signature in SharePoint, with cloud certificates.
Tell us which documents get lost today.
In 30 minutes we go through the process and agree what to prepare before the project.
Thank you.
We will reply within one business day.