A leading investment firm was evolving their Due Diligence operations but lacked the structured workflows and document foundation required to scale.
We designed their core business workflows and implemented a SharePoint-centered operating model to bring structure, governance, and consistency to deal management.
2
Systems Consolidated
100%
Automated Workspace Setup
0
Manual Folder Structures
1
Unified Document Platform
The Challenge
The client’s document environment was fragmented and disconnected from their new workflow system, creating inconsistency, governance risk, and manual overhead across every deal.
- Deal content split across Box and shared drives
- No standardized folder structure across deals
- Manual and inconsistent workspace creation
- Monday.com workflow not connected to document storage
- Limited governance over naming and organization
- External collaboration handled inconsistently
- Risk of SharePoint errors due to naming and path constraints
Before & After
Before
- Documents scattered across Box and shared drives
- No standard structure for deal folders
- Manual setup of deal workspaces
- Disconnected workflow and document systems
- Limited governance and high operational risk
After
- Centralized SharePoint Hub + Company site model
- Standardized folder structures across all deals
- Automated workspace provisioning via Monday.com
- Fully integrated workflow and document ecosystem
- Governance enforced through automation
Our Approach
We designed and delivered a SharePoint-centered operating model integrated with Monday.com as the workflow trigger layer — enabling structured, automated, and scalable due diligence operations from day one
SharePoint Architecture
Hub + sister company site model for all due diligence content, with scalable deal onboarding, security-trimmed access, and unified navigation across the platform.
Standardization & Metadata
Standardized folder structures across all deal workspaces, with metadata-driven classification by deal name and transaction type, and automated tagging to improve retrieval.
External Collaboration
Structured link-based sharing model enabling secure collaboration with external stakeholders, with controlled access policies and dual intake flows for internal and external deals.
Workflow Integration
Monday.com triggers SharePoint workspace creation, automatically generates folder structures, enforces naming conventions, and supports full asset tracking and traceability.
Automation Layer
We implemented an intelligent automation layer to enhance control, traceability, and reliability across all deal operations.
- File logging automation — automatically tracks uploaded documents for full auditability
- Filename intelligence — reads identifiers embedded in file names to support classification
- Naming enforcement — prevents errors related to SharePoint path constraints
- Fail-safe design — avoids duplication and allows safe reprocessing when needed
- Automated security model — access to files and folders is structured from day one, based on deal context and authorized external parties
Results & Impact
- Fragmented content from Box and shared drives fully consolidated
- Standardized folder structures applied across all deal workspaces
- Integrated workflow and document management ecosystem delivered
- Improved traceability through automated file logging and classification
- Reduced manual effort through end-to-end automation
- Improved governance and reduced platform risk
- Enhanced collaboration across internal and external stakeholders
Key Takeaway
By combining structured architecture, standardization, and intelligent automation, we transformed a fragmented document environment into a scalable, automated, and governed due diligence platform — one that grows with the business and keeps every deal organized from day one.
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