Microsoft 365 / SharePoint & Power Automate Specialist – Data Room Automation Build
Budget: £1,500 – £3,000 GBP
We are looking for an experienced Microsoft 365 specialist to design and implement an automated SharePoint-based data room template using SharePoint Online and Power Automate.
The objective is to create secure, repeatable “virtual data room” environments with structured document indexing, automated numbering, audit logging, permission controls, and administrative workflows. All in a manner that can be managed by the internal IT team post implementation.
Please note that some manually created data rooms are already in place and we would ideally want this work to improve on what has already been done.
Scope of Work:
1. SharePoint Data Room Configuration
• Build and configure SharePoint Online sites to function as secure data rooms based on existing data room sites.
• Design document library structure and folder hierarchy based in existing data room sites.
• Configure metadata columns (e.g., index number, inclusion flags).
• Set up views for indexing and document export.
• Implement transferable permission groups (Admin / Editor / Viewer / etc.)
• Configure secure external sharing settings.
• Optional: sensitivity labelling for all documents to be classified as confidential.
2. Power Automate Flow Development
Design and implement automation including:
• Auto-numbering and auto renaming of folders.
• Hierarchical index generation for files & folders based on originating folder index number.
• File upload notifications to administrators.
• Activity logging notifications – ideally via reporting on metadata from view plugin.
• Data room closing / archiving automation.
• Conditional logic to prevent duplicate numbering.
• Error handling and concurrency management.
• Optional: Terms & Conditions acceptance workflow to restrict access to data room until acceptance, and then to log acceptance in a list accessible to administrators only.
Flows must be scalable and reusable across multiple data rooms.
3. Security & Governance
• Configure permission groups and role-based access
• Implement audit visibility (file interaction tracking)
• Ensure secure handling of external users
4. Documentation & Handover
• Provide clear documentation of:
o Flow architecture
o Library structure
o Permission design
• Provide admin guide for future data room setup
• Build reusable template / provisioning approach
The objective is to create secure, repeatable “virtual data room” environments with structured document indexing, automated numbering, audit logging, permission controls, and administrative workflows. All in a manner that can be managed by the internal IT team post implementation.
Please note that some manually created data rooms are already in place and we would ideally want this work to improve on what has already been done.
Scope of Work:
1. SharePoint Data Room Configuration
• Build and configure SharePoint Online sites to function as secure data rooms based on existing data room sites.
• Design document library structure and folder hierarchy based in existing data room sites.
• Configure metadata columns (e.g., index number, inclusion flags).
• Set up views for indexing and document export.
• Implement transferable permission groups (Admin / Editor / Viewer / etc.)
• Configure secure external sharing settings.
• Optional: sensitivity labelling for all documents to be classified as confidential.
2. Power Automate Flow Development
Design and implement automation including:
• Auto-numbering and auto renaming of folders.
• Hierarchical index generation for files & folders based on originating folder index number.
• File upload notifications to administrators.
• Activity logging notifications – ideally via reporting on metadata from view plugin.
• Data room closing / archiving automation.
• Conditional logic to prevent duplicate numbering.
• Error handling and concurrency management.
• Optional: Terms & Conditions acceptance workflow to restrict access to data room until acceptance, and then to log acceptance in a list accessible to administrators only.
Flows must be scalable and reusable across multiple data rooms.
3. Security & Governance
• Configure permission groups and role-based access
• Implement audit visibility (file interaction tracking)
• Ensure secure handling of external users
4. Documentation & Handover
• Provide clear documentation of:
o Flow architecture
o Library structure
o Permission design
• Provide admin guide for future data room setup
• Build reusable template / provisioning approach
Related categories:
Sharepoint
Powershell
Documentation
Data Governance
Power Automate
REST API
Microsoft 365