Paraflow built an internal portal for management and documentation

The initial request from the client to Paraflow was related to the need for a modern and efficient intranet platform that would provide centralized access to internal information and specialized documents for employees. The project was classified as highly important for the organization as it addressed the need for more effective management, optimization of internal communication, and better coordination between teams.

Results of the implemented solution

After deploying the new intranet platform, the client reported the following positive outcomes:

• Improved workflow efficiency – The system provided easy access to documents and information, such as registries, calendars, and internal regulations, significantly facilitating the work of employees and management.
• Enhanced communication – Integration with Microsoft Teams allowed experts in the organization to exchange quick comments and opinions on work-related issues through chat functionality, accelerating decision-making.
• Security and automation – Automated notifications and customized access rights ensured a high level of data protection while reducing the risk of missing important deadlines.
• Improved documentation management – Subsites enabled employees to easily access both current and archived data, with automatic reminders for deadlines and document tracking.

Goals 
The main goals of the project were:
1.    Establishing a centralized and secure document management platform with enhanced storage capacity.
2.    Optimizing internal communication through easy access to internal documents, calendars, and contacts.
3.    Increasing workflow efficiency by implementing automation features and notifications for document updates.
4.    Integrating with Microsoft Teams for fast and effective employee communication.
To achieve these goals, a Microsoft SharePoint cloud solution was chosen, offering centralized content management capabilities and a high level of security.

The stages included:
1.    Detailed requirements and needs analysis – a study of the organization’s specific documents, calendars, and functions needed that the platform has to support. (Duration: 4 weeks)
2.    User interface (UI) design – it was created a structured interface providing easy access to key sections such as news, calendars, internal regulations, case registries, and subsites for libraries and documents. (Duration: 3 weeks)
3.    Development of custom features – integration of a search engine covering all content and automated notifications for tracking document changes and case statuses. (Duration: 6 weeks)
4.    Testing and training – after building the platform, we conducted performance and security tests and provided employee training. (Duration: 3 weeks)

Solution
Our solution was the development of an integrated and customized SharePoint-based intranet platform, including the following features:
•    Homepage with easy access to news, highlights, search engine, and the client’s logo.
•    Meeting and event calendars that employees can manage independently.
•    Subsites for different needs – a subsite for specialized documentation management and a "Library" subsite for easy access to professional literature and resources.
•    Registry for incoming and outgoing correspondence with possibility  for automatic numbering and links to scanned documents.
•    Automated deadline reminders and document change, allowing employees to track tasks and reminders.