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REF / USE CASES

Nobody goes shopping for an EDMS. They go looking for the problem it solves.

A contract that renewed itself because nobody saw the notice window close. A claim sitting behind a missing police abstract. A matter file spread across three mailboxes. These are the same platform underneath, configured against a different problem, watching a different set of dates.

Discuss your use case The platform underneath

REF / CONTENTS

8 use cases. Jump to the one you recognise.

USE-01

Contract lifecycle management

Legal, procurement and finance

Contracts sit in a shared drive and a filing cabinet. Nobody can list what is live, what renews next quarter, or which agreements carry a ninety-day termination notice. Renewals are discovered when an invoice arrives.

Dynamics 365 Business CentralDynamics 365 SalesMicrosoft 365 and OutlookPower BI

What it does

  • One contract register with every executed agreement, amendment and annex on the same file
  • AI extraction of counterparty, value, effective and expiry dates, notice periods and renewal terms
  • Approval routing by contract value, with delegation and escalation
  • Electronic signature, and the signed copy filed back automatically
  • Obligation register so commitments inside the contract are tracked, not just the contract itself
  • Power BI dashboard of contract value by counterparty, department and expiry window

Dates it watches for you

  • Expiry dates, with escalating alerts at 180, 90 and 30 days
  • Renewal and auto-renewal trigger dates
  • Termination notice windows before they close
  • Performance bond, insurance and guarantee expiry
  • Milestone and payment obligation dates
USE-03

Insurance claims processing

Insurers, brokers and medical schemes

A claim arrives as a bundle of scans and photographs. Somebody keys the details in, somebody else chases the missing police abstract, and the customer calls before anyone can say where the file has got to.

Core insurance systemsDynamics 365 Customer ServicePower AutomatePower BI

What it does

  • Claim documents captured from email, a portal, or a photograph taken on a phone
  • AI classification of each item: claim form, police abstract, invoice, medical report, photographs
  • Document checklist per claim type, so a claim cannot progress while an item is missing
  • Automatic extraction of policy number, claim value, incident date and claimant details
  • Routing to assessors and approvers by value band, with escalation on overdue files
  • Complete audit trail of every document, decision and settlement for regulatory examination

Dates it watches for you

  • Statutory and policy claim-notification deadlines
  • Turnaround-time targets per claim stage
  • Outstanding-document follow-up dates
  • Reserve review and settlement authorisation dates
  • Recovery and subrogation deadlines
USE-04

Customer onboarding and KYC files

Banks, SACCOs, insurers and fund managers

An examiner pulls twenty files and three are missing a current identity document. The gap was created at onboarding and nobody has looked at the file since.

Dynamics 365 Sales and Customer ServiceCore banking systemsDynamics 365 Business CentralPower BI

What it does

  • Mandatory document checklists per product, enforced before an account can be opened
  • Capture from branch scanners, agent mobile devices and customer email
  • Extraction of identity numbers, tax PINs and expiry dates into searchable metadata
  • Customer file that stays joined to the CRM record rather than living beside it
  • Periodic due-diligence review cycles driven by customer risk rating
  • Regulator-ready file completeness and access-history reporting

Dates it watches for you

  • Identity document expiry
  • Mandate and signatory authority expiry
  • Periodic KYC refresh dates by risk band
  • Valuation and security document renewal
  • Insurance certificate lapse on financed assets
USE-05

Correspondence and registry management

Government ministries, counties and state corporations

Incoming mail is registered in a book, the file travels physically between officers, and the accounting officer cannot say how many actions are overdue or in which department.

Microsoft 365 and OutlookPower AutomatePower BIExisting case management systems

What it does

  • Incoming and outgoing correspondence registered electronically against the subject file
  • Minute sheets, file movement and bring-up dates modelled as they work on paper
  • Reference numbering in your own format, including volume and folio numbering
  • Electronic file movement that records custody without the file leaving the system
  • Dispatch register for outgoing correspondence, with the sent copy filed automatically
  • Overdue-action reporting by department for the accounting officer

Dates it watches for you

  • Bring-up dates on files awaiting action
  • Statutory response deadlines under access-to-information rules
  • Audit query response due dates
  • File return dates for files signed out
  • Retention and archival transfer dates
USE-06

HR and personnel records

Human resources and shared services

Personnel files are split between a cabinet, a payroll system and a shared folder. Professional licences lapse without anyone noticing until an audit or an incident.

Dynamics 365 Business CentralHRIS and payroll systemsMicrosoft 365Power Automate

What it does

  • One personnel file per employee, from application through to exit
  • Employment contracts, amendments, appraisals and disciplinary records under one reference
  • Access restricted by role, with HR, line management and the employee seeing different views
  • Onboarding and exit checklists that must complete before the workflow closes
  • Retention tied to end of employment rather than to a fixed calendar date
  • Sensitivity labelling over records containing personal and health data

Dates it watches for you

  • Professional licence and certification expiry
  • Fixed-term contract and probation end dates
  • Appraisal and review cycles
  • Work permit and visa expiry
  • Medical and indemnity cover renewal
USE-07

Procurement and supplier records

Procurement and supply chain

The Auditor-General asks for a procurement file from three years ago. Assembling it means finding the tender document, the evaluation report, the award letter and the contract in four different places.

Dynamics 365 Business CentralDynamics NAVIFMIS and ERP systemsPower BI

What it does

  • One procurement file per requisition, from requirement through to contract close
  • Tender documents, bid returns, evaluation reports, award letters and contracts on the same reference
  • Supplier due-diligence documentation held against the supplier record
  • Approval workflow by threshold, matching your own procurement authority matrix
  • Retention set to the statutory period, applied automatically at filing
  • Audit pack export against a procurement reference in a single action

Dates it watches for you

  • Supplier tax compliance and registration certificate expiry
  • Framework agreement and rate-card expiry
  • Bid validity periods
  • Performance bond and warranty expiry
  • Statutory retention and disposal dates
USE-08

Controlled documents and quality management

Quality, HSE and compliance functions

A superseded procedure is still in a folder on the plant floor, and nobody can say how many printed copies exist or where they went.

Microsoft 365Power AutomateAsset and maintenance systemsPower BI

What it does

  • Controlled documents approved before issue, with obsolete revisions withdrawn from use
  • Scheduled review that routes each document to its owner before it expires
  • Read-and-understood acknowledgement captured against the current revision
  • Watermarking that marks printed copies as uncontrolled
  • Evidence indexed against the clause of the standard it satisfies
  • Audit and inspection packs produced as a report rather than as a project

Dates it watches for you

  • Document review and revalidation dates
  • Regulatory permit and licence expiry
  • Calibration and maintenance certificate expiry
  • Internal and external audit dates
  • Corrective action close-out deadlines

REF / BEYOND THESE

These eight are where we have the most reference deployments

They are not the boundary. Any process that runs on documents, dates and approvals sits on the same platform: what changes is the file plan, the checklist, the dates being watched and the system on the other end of the integration.

Grants and donor compliance

Evidence indexed against grant, budget line and procurement reference, with retention starting at project close.

Board and committee papers

Pack assembly, controlled circulation and version history. Pairs with eBoard where full governance workflow is wanted.

Engineering document control

As-built drawings under revision control, contractor submittals, permits and handover dossiers.

Student and member records

Admission through to alumni, or member onboarding through to exit, with verification answered from the file.

REF / NEXT STEP

Tell us the process that is costing you

Bring the one that generates the most chasing, the most missed dates or the most audit findings. We will show you that process running before we talk about anything else.

Discuss your use case Request a proposal