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From Fragmented Files to a Secure, Governed Product Platform

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Project Delivery · Client Impact Study

From Fragmented Files to a Secure,
Governed Product Platform

IndustryConsumer Goods / Global Spirits
ModelPower Platform Build
The Challenge

One Product Repository. Two Very Different Audiences.

A global spirits company needed a single, secure platform to manage product information and associated documents for both internal employees and external partner users, two very different audiences, one shared system, with no room to compromise on control.

Centralizing product documents meant solving for controlled access, an approval process for onboarding external users, auditability and compliance tracking, and document lifecycle management and archival, all in one system, not several disconnected ones.

Two user populations, one repository, and every access grant had to be earned and logged.

Technology Stack

Built on Microsoft’s Enterprise Platform

SharePointAzure ADAzure FunctionsReactPower AppsPower AutomatePower BI
How We Engage

Discovery to Delivery: Built Around Your Business

1Clarify the Need
2Engage Proven Consultants
3Deliver with Ongoing Support
What We Built

A Governed Platform on Microsoft Power Platform

1
Power Automate: Workflow & Governance Engine
Orchestrates user approval workflows, lifecycle management, audit logging, retention and archiving, and notifications and escalations, the automation layer connecting SharePoint, Dataverse, and Microsoft 365.
2
Power Apps: Secure Business Application Layer
Gives authorized users a role-based interface to manage products, documents, and approval requests, with built-in validation and business rules enforced at data entry.
3
Power BI: Reporting & Business Intelligence
Delivers dashboards on user activity, document consumption, product performance, pricing analytics, and compliance, visibility for operators and executives alike.
The Impact

Secure Access. Full Visibility. Zero Guesswork.

Secure Cross-Partner Collaboration
External partners get controlled, audited access without compromising internal security.
Centralized Product Repository
One system of record for product information and documents, replacing scattered files.
Automated Governance & Approvals
Manager approvals, access reviews, and deprovisioning run through automated workflows.
Complete Audit Trail
Every view, download, upload, and approval is logged and reportable for compliance.
The Bottom Line

One secure platform now governs product documents for internal teams and external partners alike. Access is earned through an auditable approval process, not granted by default, and every action along the way is logged.

  • →Role-based access control down to feature and data level
  • →Document retention and archival on policy, not memory
  • →Single sign-on through Azure AD for internal and guest users
  • →Automated user onboarding, reviews, and deprovisioning
  • →Notification and escalation management for pending approvals
  • →Improved business insight through Power BI reporting

One Platform. Complete Control.

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About Us: The Hollister Group – Staffing & Cultures is a full-service, consultative staffing agency headquartered in Boston.

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