SharePoint QMS & Document Control
Budget: £18 – £36 GBP
I need an experienced SharePoint-based developer to build out a Quality Management System that lets my team control documents, run audits, and track compliance—all from a single SharePoint Online site.
Core focus
The heart of the system is robust document control with rock-solid version control, granular access permissions, and transparent approval workflows. Audit management and compliance tracking have to sit beside those documents, fed by data we collect through MS Forms and a few existing Excel logs. Wherever a task can be automated, I want it triggered through Power Automate, with clear notification alerts so nothing slips through the cracks.
How it should work
• When a user uploads or edits a file, the platform must apply versioning automatically and route the item through an approval workflow.
• Audit schedules and findings need to live in the same environment, using lists or libraries you configure, so we can link each audit record back to the controlled documents it references.
• Compliance dashboards—simple but clear—should surface the status of open actions, overdue items, and overall conformance at a glance.
• Admins must be able to set and change permissions without touching the underlying flow logic.
Deliverables
The requirement is to configure and optimise SharePoint Online and Microsoft 365 tools to support a GxP-compliant hybrid QMS, where:
SOPs, WIs, and Policies are controlled as approved PDF master copies in SharePoint
SharePoint acts as the system of record for document control, training evidence, and feedback
Power Automate and Microsoft Forms are used for low-risk workflow automation (e.g. notifications, review reminders, training acknowledgements, feedback capture)
This engagement is technical and configuration-focused only. It does not include authorship of GxP SOPs or QA decision-making, which remain under internal governance.
1. Fully configured SharePoint Online site (or sub-site) dedicated to the QMS.
2. Libraries/lists with version control, metadata, and approval routing in place.
3. Power Automate flows for document approval, task creation, and email/Teams notifications.
4. Forms or Power Apps screens for data capture (audits, CAPA, non-conformance, etc.).
5. A concise admin guide and a short video walkthrough so we can maintain it ourselves.
Acceptance
The build is complete when a test document can move from draft to approved, an audit can be logged and linked, and compliance metrics update automatically—no manual steps.
If you have deep SharePoint, Power Automate, and MS Forms experience and can show a previous QMS or similar system, let’s get started.
Core focus
The heart of the system is robust document control with rock-solid version control, granular access permissions, and transparent approval workflows. Audit management and compliance tracking have to sit beside those documents, fed by data we collect through MS Forms and a few existing Excel logs. Wherever a task can be automated, I want it triggered through Power Automate, with clear notification alerts so nothing slips through the cracks.
How it should work
• When a user uploads or edits a file, the platform must apply versioning automatically and route the item through an approval workflow.
• Audit schedules and findings need to live in the same environment, using lists or libraries you configure, so we can link each audit record back to the controlled documents it references.
• Compliance dashboards—simple but clear—should surface the status of open actions, overdue items, and overall conformance at a glance.
• Admins must be able to set and change permissions without touching the underlying flow logic.
Deliverables
The requirement is to configure and optimise SharePoint Online and Microsoft 365 tools to support a GxP-compliant hybrid QMS, where:
SOPs, WIs, and Policies are controlled as approved PDF master copies in SharePoint
SharePoint acts as the system of record for document control, training evidence, and feedback
Power Automate and Microsoft Forms are used for low-risk workflow automation (e.g. notifications, review reminders, training acknowledgements, feedback capture)
This engagement is technical and configuration-focused only. It does not include authorship of GxP SOPs or QA decision-making, which remain under internal governance.
1. Fully configured SharePoint Online site (or sub-site) dedicated to the QMS.
2. Libraries/lists with version control, metadata, and approval routing in place.
3. Power Automate flows for document approval, task creation, and email/Teams notifications.
4. Forms or Power Apps screens for data capture (audits, CAPA, non-conformance, etc.).
5. A concise admin guide and a short video walkthrough so we can maintain it ourselves.
Acceptance
The build is complete when a test document can move from draft to approved, an audit can be logged and linked, and compliance metrics update automatically—no manual steps.
If you have deep SharePoint, Power Automate, and MS Forms experience and can show a previous QMS or similar system, let’s get started.