Skip to content

SharePoint DMS

SharePoint DMS for Controlled Technical Documentation

Built and deployed a live SharePoint Online DMS reference implementation for an engineering and quality team.

Synthetic Guided Search: the image is held back until its sanitisation check is recorded. The description below is the approved account of what it shows.D-232

Synthetic Guided Search

A synthetic enterprise document-search interface with metadata filters, a free-text search field, and a structured results table.

A fictional enterprise document-search screen is presented on a dark navy technical background. The interface contains five filters for Process, Equipment, Discipline, Document Type and Revision, followed by a free-text search field and Search and Reset buttons. A results table shows synthetic document numbers, fictional titles, disciplines, revisions and modification dates. The image demonstrates the structure and intent of the guided-search experience without reproducing the client tenant or exposing real documents, accounts or identifiers.

Recreated interface with synthetic data. No client information is shown.

Anonymous context and problem

The team needed a more structured way to classify, control and retrieve technical documents without making a custom application the only path to the files.

What Dan delivered

The solution combines a native SharePoint document library, which remains the source of truth, with a custom SPFx guided-search experience.

  • Structured metadata automatically generates each document number using the client’s numbering convention.
  • A custom guided-search interface provides dependent metadata filters, free-text search, and a sortable, filterable results table.
  • Role-based access separates viewers, document controllers and site owners.
  • A custom no-delete permission level protects controlled documents from accidental deletion by document controllers.
  • Major and minor version history, required check-out, and required metadata guardrails support a controlled editing path.
  • Delivery, recovery, administration, and end-user documentation support handover and future implementations.

Reference architecture

The native SharePoint library remains the source of truth. The custom search layer reads the library but does not own or store the documents. If that layer is unavailable, authorized users can still reach the files through standard SharePoint navigation.

Reference architecture: the image is held back until its sanitisation check is recorded. The description below is the approved account of what it shows.D-232

Reference architecture

A custom guided-search layer reads a native SharePoint document library, while direct library access remains available as a fallback.

The diagram contains three connected components. A custom SPFx Guided Search reads from a native SharePoint document library. The library is identified as the source of truth and contains metadata, calculated document numbers, version history, check-out rules, permissions and native views. A separate native fallback path shows that documents remain directly accessible without the custom interface. Viewer, Document Controller and Site Owner roles are enforced by SharePoint across both access paths.

Controlled document flow

Major and minor version history, required check-out and required metadata guardrails were configured.

A custom no-delete permission level was configured for document controllers.

Controlled document flow: the image is held back until its sanitisation check is recorded. The description below is the approved account of what it shows.D-232

Controlled document flow

A document moves through upload, required metadata, automatic numbering, check-in, and guided search.

The five-step workflow starts when a document controller uploads a file to the native library. Required classification metadata is added, and those values generate the document identifier. After check-in, the completed file enters the normal user path and can be retrieved through guided search or the native library fallback. A guardrail notes that incomplete metadata stays outside the normal viewer workflow.

Discovery, solution architecture, SharePoint configuration, custom development, delivery coordination, and documentation, working with client leadership and the project team.

Result statement

A working document-management reference implementation in a real Microsoft 365 environment, designed around structured retrieval, controlled access, maintainability, and a clear native fallback.

Owner-attested

Technology list

SharePoint Online, Microsoft 365, SPFx, React, TypeScript, SharePoint REST, and GitHub Actions.

Next step

Need a document system that fits how your team actually works?

Message me on WhatsAppopens in a new tabUse the contact form

Normally a reply the same business day.