Application Migration and Enhancement Automates Retail Document Management Operations
About The Client
Founded in 1921, the client is a leading wholesale grocery distribution company in the Inland Northwest. With a team of over 3,000 employees, they cater to convenience stores, restaurants, retail grocers, and various institutional accounts in Idaho, Oregon, Montana, and Washington. They aim to deliver diverse, high quality products at competitive costs, on-time delivery, and superior service levels.
- Industry: Wholesale
- Headquartered: Washington, USA
- Platforms: Windows
- Team Size: 5 (2 SharePoint developers, 1 Business Analyst, 1 Quality Assurance Expert, and 1 Project Manager)
The Challenge
The client used an on-premise server-based application, leading to severe maintenance and usability challenges.
The application had a complex and inconvenient navigation structure, making it difficult for users to find and access documents.
The on-premise setup created difficulties for business users to backup and recover data, posing risks of critical data loss.
The application's document management process relies heavily on the database, which created significant performance issues.
The existing application lacked flexibility, making it difficult for business users to access content, data, and documents remotely.
The application failed to scale with and adapt to the increasing business requirements and user demands.
Our Solution
Programmers.io addressed the client's challenges with a strategic solution.
Application Migration
To eliminate usability challenges faced by business users and reduce maintenance efforts, the client’s application was migrated from its physical, on-site server to SharePoint Online.
Navigation and Searchability Enhancement
A custom SharePoint theme was implemented to enable business users to navigate across the application easily. Additionally, metadata and tagging were used to streamline document searchability.
Hierarchical Structuring
A hierarchical structure with department-specific sites was created using SharePoint Online. Each site comprised its own document libraries and folders. This structure enabled business users to store and organize files effectively.
Document Upload Automation
The process of uploading documents from source to destination folders by referring to the master configuration file within SharePoint was automated using Power Automate Workflows.
Data Backup and Recovery Enablement
Retention policies were used to keep deleted items in the recycle bin until a specified period before being permanently removed. A SharePoint Online feature was also used to maintain document version history.
Application Security Improvement
Security groups were created in Azure Active Directory and automatically synced with SharePoint Online. Once synced, business users could easily assign permissions to these groups within SharePoint.
Technologies Used
Our software architects and engineers are experts in using the latest technologies.
- Microsoft 365
- SharePoint Online
- Power Automate
- PowerShell Scripts
- SharePoint Migration Tool (SPMT)
Business Impact
Our solution added value with surprising results because we were able to deliver a high-quality product on time.
Enabled 99.9% System Uptime
Enabled Data and Document Retrieval in Seconds
Here’s how we did it
-
Eliminated on-site server overheads
by migrating the application to SharePoint Online.
-
Eased document retrieval
by creating a hierarchical structure where documents and data are stored securely in sites based on departments.
-
Enabled remote access and collaboration
with SharePoint Online on which employees can access documents, collaborate on projects, and participate in workflows from any device and location.
-
Reduced manual efforts and errors
by automating document management processes.
-
Safeguarded sensitive information
with SharePoint Online built-in security features and Azure security groups.
Eliminated on-site server overheads
by migrating the application to SharePoint Online.
Eased document retrieval
by creating a hierarchical structure where documents and data are stored securely in sites based on departments.
Enabled remote access and collaboration
with SharePoint Online on which employees can access documents, collaborate on projects, and participate in workflows from any device and location.
Reduced manual efforts and errors
by automating document management processes.
Safeguarded sensitive information
with SharePoint Online built-in security features and Azure security groups.
Other Case Studies
Programmers.io Streamlines Development & QA Process for Technology Solutions Provider
Programmers.io Provides Scalable Tech Solution for Overwhelming Invoice System in 6 Months
I wanted to take a moment to highlight and commemorate the efforts from our dedicated PIO team. To preface, the projects we work on here are complex, with rigid objectives, budgets, and timelines. Expectations are always high and are ever-changing. From the start of our relationship, the IO team was able to exceed expectations and make our business wishes a reality.
Over the past year I have worked with them, they have worked very hard to understand our highly customized system and troubleshoot things with little or no documentation while managing to keep the business up and running normally. Without the hard work and dedication they have shown, I know we would have had some issues causing downtime or lost production. I am looking forward to continuing working them in the next year as well.
I have been working with Programmers IO for more than 5 years now and I have been pleased with all projects and developers that I have worked with. We have had a few issues here and there but they have always fixed and made it right. They have been an excellent addition to our business.
Let’s Build Your Modernization Roadmap Together
Contact us for a free strategy session with IBM i experts.
Talk to an IBM i Expert