Ascendi Case Study
Project Type: Document Management within SharePoint Online
Industry: Infrastructure Assets
Client Overview
Ascendi is a transportation infrastructure operator in Portugal, founded in 1999. It is the concessionaire for 627 km of various Portuguese highways in the Northern, Central, and Lisbon Metropolitan Area regions.
Ascendi, a leading infrastructure company in Portugal, faced challenges in efficiently managing its official documents. The need was to find a solution that allowed seamless creation, approval, categorization, modification, and secure access to these documents. Integration with Microsoft 365 was crucial.
Business Challenge
Ascendi aims to update the platform supporting the Manual Procedures, focusing on optimizing and facilitating the management of this process. Currently, the area responsible for monitoring and maintaining the platform is the Processes and Risk Office (GPR). As the process is the responsibility of the GPR, it is important to emphasize that this process is cross-cutting to all existing areas within the company.
Solution Overview
Ascendi implemented their Manual de Gestão da Organização, a robust solution built on Microsoft SharePoint Online.
It features a public portal for employees to quickly find and view official documents. Additionally, a private portal was established for internal departments, streamlining document submission, approval workflows, and automated mass tagging.
Key Features
- Private and Public Hub Portals
- Sending documents to multiple departments for approval
- Segregation of access down to the document level
- Massive modification of documents through the label system
- Ability to add and categorize new documents
- Real-time Reports and Dashboards
Services Provided
- UX/UI
- Migration
- Custom web parts
- Workflows
- OpenText API integration
- Scripts
- Reports in Microsoft Power BI
- Training
- Documentation
Technologies Used
- SharePoint Online
- Power Automate
- Power BI
- Power Shell
- API Integration
Public Portal
The public portal is the interface for employees, allowing them to quickly find and view official company documents.
Private Portal
The private portal enables document management of the Organization’s Management Manual. You can add, categorize, and approve new documents, as well as modify existing ones using the label system. The quick view pane alerts users to documents that require their attention.
Features for Private Portal
- Add new document – Add a new file and categorize it with some of the fields that are required for the system.
- View and edit document – While editing, the user can view the document and will have an action pane where they can Approve or Reject. All iterations are recorded in a version history.
- Label Management – Massive modification of documents through a predefined nomenclature. Labels can be color-coded to make it easier to detect inconsistencies.
Business Benefits
The Manual de Gestão da Organização simplified document management, ensuring compliance, security, and document quality. Employees appreciate the system’s ease of use and efficiency.
Quote from customer
“Torpedo approached the project with an excellent understanding of our needs and delivered a high-quality product. Their proactive, helpful, and agile approach throughout the entire development process ensured that the proposed objectives were met, always with the ability to accommodate improvements during iterations with internal teams. The delivered platform is robust, user-friendly, and perfectly meets the established requirements. Torpedo not only delivered a quality product but also built a relationship of trust, demonstrating professionalism and commitment at every stage of the project.”