December 1, 2025

Empowered a large Indian utility company with secure, scalable document management system

Introduction

The client is one of the India’s largest utility company and a leading enterprise engaged in power generation, transmission, distribution, and power cable supply, serving over 3.85 million customers across Gujarat, Maharashtra, Uttar Pradesh, and select Union Territories. With widespread operations and multiple departments, the company faced challenges around document standardization, version control, and secure collaboration due to the absence of a formal ECM system.

To overcome these issues, the utility company partnered with Advaiya to implement a SharePoint Online (Office 365)-based Enterprise Content Management system, providing a centralized digital repository with features like secure storage, versioning, categorization, permissions, dashboards, and automated document governance.

Challenges

Technical

Metadata and taxonomy standardization issues
Integration with active directory and existing systems
Performance & scalability under heavy load
Integration of data from multiple units into several repositories, ensuring appropriate access rights and folder-level permissions.
Repository & folder-management: Structuring unit-wise repositories and folder hierarchies was difficult, especially when each unit has different access rights and naming conventions.

Business

Communication was fragmented – organization-level updates like events, notifications and new joiners weren’t reaching to everyone.
Document access was uncontrolled – anyone could view any file, hence a formal approval process for security and rights management was needed.
Duplicate documents proliferated – no checks on names or metadata meant redundant content across repositories.

Process Mapping

As-Is

To-be

Documents created and uploaded locally in multiple uncontrolled formats

Documents uploaded via standardized metadata-tagged master forms

Departmental folders held in varied hierarchies, inconsistent naming

Fixed folder structure with Category → Unit → Document Type naming standards

Permissions loosely handled, many users with excessive access

Role-based access strictly aligned with business rules, least privilege

Multiple conflicting versions stored, no audit trail

Single version history with built-in version tracking and change log

Sharing by email/sharing drives, no centralized sharing control

Secure sharing via portal, controlled invitations / AD guest users

Solutions

Metadata upload & classification
Metadata-driven document upload, tagging by business, category, unit, expiry, etc.

DMS master folder and repository access management
centralized folders and repositories to ensure controlled data access across units.

Azure active directory integration with ECM portal
Integrating Azure AD with the ECM portal to enable seamless access and automatic synchronization of employee details for easier connectivity and user management.

Two-level document approval process:
Implementing a structured workflow where documents undergo two sequential approval stages to ensure accuracy, compliance, and accountability before final release.

Chatbot integration:
Implementing an AI-based chatbot to provide instant responses, streamline user queries, and deliver quick support within the system.

Benefits

Integrated Azure AD directory:

Instant employee Lookup on Intranet – Integrated company’s Azure AD employee directory, enabling users to access employee information directly from the intranet portal – reducing manual intervention and saving 20–25% time.

Centralized document repository:

All documents are stored in a single, secure location, minimizing duplication and ensuring consistency across departments.

Enhanced collaboration:

Real-time co-authoring and integrated communication tools enable seamless teamwork across teams and locations.

Insightful dashboards:

Created consolidated dashboards displaying key metrics such as unique viewers (575), total visits (38,000), average time spent (5 mins), and device-wise usage – reducing manual effort for file tracking and departmental document access.

Automated document lifecycle:

Introduced workflows for document creation, approval, and retention, ensuring efficient content governance.

Seamless Microsoft 365 integration:

Native integration with Word, Excel, PowerPoint, and Outlook enhances productivity and user experience.

Scalable & flexible architecture:

Cloud-based SharePoint infrastructure supports organizational growth and customization needs.

Preparation and enhancement of technical specifications:

Developed a workflow to create, update, and maintain technical specifications and drawings. The system enables version control, review approvals, and seamless updates, ensuring that the most accurate and current technical data is always available.

Testimonial

“Advaiya delivered quality solutions with excellent communication and timely project completion. The team effectively addressed our requirements, and we are confident the implemented solution will benefit our operations. Overall, a satisfying and professional engagement.”

– Head IT