SharePoint Online Folder & File Management Solution
Client Overview
NOCIL Limited is the largest rubber chemicals manufacturer in India. The company serves customers across India and many global markets. The organization works with many vendors, who provide various services to support its operations and business activities.
As the business continues to grow, NOCIL required an effective and secure method to manage all vendor documents. Thus, NOCIL partnered with Enaviya to develop a SharePoint Online Folder and File Management Solution. This solution allows the company administrators to easily manage the vendor documents. It also provides secure access to all vendors to their specific folder and files.
Client Requirements
Our client needed a secure and user-friendly Folder Management and File Management Solution using SharePoint Online. They wanted a centralized location for managing their vendor’s documents. Whereas, multiple external vendors needed access to upload & manage documents within their own folders. At the same time, they would like the administrator to have full control over the document management system, including the folder structure as well as document storage. Key requirements include:
- Create a customized document management solution with folders and files within SharePoint Online.
- Develop a structured vendor document folder hierarchy.
- Provide secure external vendor access.
- Allow vendors the ability to upload and manage documents in their respective folders.
- Administrators should have complete access to file and folder activities.
- Control vendor access using metadata.
- Classify documents into categories.
- A simple to use, easy to use interface that is user friendly.
- Allow for the ability to have external secure access via Azure AD guest accounts.
- Create a solution that is responsive on both mobile and desktop platforms.
Project Summary
NOCIL Limited wanted a solution for better managing vendor folders/documents throughout the SharePoint Online ecosystem. They required a one place to store and manage all vendor documents together. Administrators required to have complete authority/control of folders and files, while vendors must have secured access to their respective folders.
To solve these problems, Enaviya has developed a customized SharePoint Online Folder & File Management Solution using SharePoint Framework (SPFx). This solution provides an easy way to manage vendor folders and files. It includes an organized folder hierarchy, secure access, and easy file handling. Administrators can also view all folders and files from a single interface. While vendors can securely access and manage their files in their assigned folders.
Our solution has improved ability to manage and share documents with vendors. Documents are organized for easy access. Vendors can login securely to their own folders for access. Admins can manage all from one location.
Challenges
Prior to implementing the Folder & File Management Solution, our client faced a lot of challenges in managing vendors’ documents and folders. The company needed assistance with organizing vendor documents as well as controlling vendor access. Managing documents was very time-consuming for the organization. Therefore, it was extremely difficult to locate the right document when they needed to find it. In order to improve collaboration, a better and more organized way to manage vendor documents was required.
Vendor Document Management
It was hard to organize vendor documents, and there was no structured folder system to store files.Folder Access Control
The company required a secure method for managing its folder access. So that each vendor would have access only to their own folders/files.Manual Folder Management
Creating folders and assigning vendor access was a manual process. This increased administrative effort.Document Organization
SOP's, Policies, Purchase Orders & Project documents were not properly organized. This made it difficult to find the documents when needed.Access for External Vendors
The organization required a secure method of allowing vendors to upload and manage documents online. Additionally, business data also had to be kept secure.File Management
There was no easy method to upload, rename, download, view, and delete files from one place. All of which delayed daily operations of employees. This resulted in low productivity.Search and Navigation
Users found it very hard to locate the appropriate file or document. They required a quick method to search and browse files.Scalability
The company required a system that would be able to accommodate additional vendors, folders, and documents as they expand their operations.Solution Implemented
In order to meet these needs, Enaviya created a custom SharePoint Online Folder/File management solution using the SharePoint framework (SPFx). This solution allows users to manage all of their vendor folders/documents in one location. The solution enables users to have an organized way of creating folders. In addition, it creates a way for secure access and simple file management. And, administrators will have the ability to manage file, folders and vendor access via a single platform.
Document Repository Centre
A central document library was created to store all vendor folders and files. This makes document management much easier. It eliminates the need to go through multiple locations for vendor information.
Structured Folder Management
Vendor documents have a clear structure with folder names for each vendor and category. This will help to keep the vendor documents organized and easy to find.
Secure Role-Based Access
There are several different levels of access created for administrators, vendors, and internal users. Individual users will only be able to see their folders. They don’t have permission to access other files or folders. This keeps business documents safe.
Metadata-Based Access
Vendor access rights to specific information records will be managed using metadata. Vendors will be able to view only their assigned folders. While administrators can manage all the files and folders.
Complete Admin Control
An admin has the ability to create, rename, and delete folders. In addition, they can even upload files and manage the vendor access. This is all done through a single interface.
Vendor Self Service
Vendors can see their designated folders available from a Portal. Through it, they can upload, view, download, change names and delete items based on permission. This makes file sharing faster.
Document Categorization
Different types of documents are grouped into categories, such as SOPs, Policies, Purchase Orders and Project Documentation. This helps users to locate documents quickly and also helps to arrange the documents in a better way.
User Friendly Interface
Our solution has an easy to use interface that is responsive and works on all devices (Desktops, Laptops, Tablets, Mobile Devices) Users can access or manage their documents from anywhere at any time.
Secure Vendor Access
Vendors have secure access to their assigned folders and not permitted to see other vendor's documents. Azure AD Guest Accounts are utilized to enable vendors to have secure controlled access to business documents.
How the Solution Works
Our Solution makes it easier to manage vendor documents. Admins organize the folders. While vendors securely access their own folders to upload or manage the documents. Thus, everything will be managed from one centralized location.
Setting Up Vendor Folders
Admin create a separate folder for each vendor. They will also organize folders for each different document type. This keeps documents well organized.
Vendor Log-In
Vendors will log into their secure accounts to access their respective folder. They will not have access to other vendor’s folders.
Upload & Manage Documents
Vendors have the ability to upload their own documents into their own folders on the system. Vendors may also view, download, rename and delete files from their folders depending on their permissions. This allows for easy document sharing.
Manage Documents
Administrators can manage all folders and all documents in the system from one location. They have the ability to change the folders as needed, assign vendors to the folders and organize the documents whenever needed.
Find Documents Quickly
The document storage has a structured folder hierarchy. This allow users to locate required documents easily. This saves time when performing daily activities.
Core Modules Implemented
Enaviya has created and built different modules in order to simplify vendor document management. With these modules, administrators can organize documents, manage vendor access and improve collaboration via one secure platform.
Document Repository
Provides a centralized location to keep track of all vendor documents and folders.
Folder Management
Enables administrators to easily create, manage, modify the names of and delete folders.
File Management
The feature provides file uploading, downloading, viewing, renaming, and deleting capabilities all on one platform.
Vendor Access
Permits vendors to securely access and manage only those folders assigned to them.
Documents Categories
The organization of all documents into categories such as policies, SOPs, purchase orders, and project documents.
Metadata Management
Using metadata to organize all documents or to assist in managing vendor access more effectively.
Search and Navigation
Assists users in quickly searching folders and finding the needed documents quickly.
Admin Management
The module allows admins to manage folders, files, Vendor information, and document information from one centralized place.
Security and Access Control
Role-based access is supported by the system. Administrator will be having complete access to the system. Vendors have limited access based on their assigned metadata.
Final Result
The SharePoint Online Folder & File Management Solution made vendor document management easier at NOCIL Limited. Documents are now stored in one secure place. Both administrators and vendors can work more efficiently through a single platform.
Better Document Management
Each vendor’s documents are stored in one place. This allows users to store, manage, and access the documents easily.
Enhanced Security
Each vendor will have access to only their assigned folders. This provides protection for business documents and enhances data security.
Faster File Access
Documents are now much easier for users to locate and manage. The structured folder system save time. This means that users will no longer spend time looking for and managing their document during daily work.
Improved Vendor Collaboration
Vendors can securely upload and management the documents via online. This improves the collaboration between the organization and vendor.
Easy Administration
Administrators can manage the document repository with less effort. This helps to keep information accurate and up to date.
Scalable Platform
The solution can support more vendors and documents as the business grows. This makes it ready for future requirements.
Tools & Technologies Used
Industry
- Manufacturing
Copyright © 2026 Enaviya Information Technologies Pvt. Ltd. All rights reserved
