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SharePoint Business Application
A SharePoint application, delivered through a technology partner, that gives a multi-property operator a shared home for documents and requests.
Business goals
The client manages hotel and resort properties on behalf of their owners, which means many sites, many teams and a steady flow of paperwork. Policies, property files and owner documents can easily end up in separate inboxes and shared drives, where people can't find the current copy. Working through a technology partner, the client needed a SharePoint application that put this information in order on a platform its staff could reach from any property.
Project overview
Hexagon delivered a SharePoint application as a development resource for a technology partner serving the client. The work organized business documents into structured libraries, turned tracked information into SharePoint lists and gave requests a clear approval path. Permissions separate what head office and each property's team can see. Because the application sits on SharePoint, staff work in a familiar Microsoft setting with no new standalone system to learn.
Challenges faced and solved
When a business runs across many properties, the hard part is often just finding the current version of something.
Documents scattered across properties
Each hotel or resort team tends to keep its own copies of files. Head office can't be sure which version a property is using, and staff waste time hunting for the latest one.
We built structured SharePoint libraries, organized by property and document type, so there is one current copy that everyone can find.
Requests lost in email
An approval sent by email depends on one person noticing it. If they are off shift or between properties, the request stalls and nobody can tell where it stands.
We set up list-based requests with an approval workflow, so each item shows its status and who needs to act next.
The wrong people seeing the wrong files
A multi-property operator holds information that belongs to particular owners and sites. A single open shared drive makes it far too easy for files to reach people outside that circle.
We configured permissions by group and by site, so each team reaches what it needs and sensitive libraries stay restricted to the right people.
Fitting in with a partner's delivery
Work done through a partner has to match that partner's standards and the client's existing Microsoft setup. An outside developer who works separately creates handover problems for everyone later.
We worked under the partner's direction and built on standard SharePoint structures, so the application stays easy to maintain after delivery is complete.
Features
| Feature | Description |
|---|---|
| Property teams | |
| 1. Document Libraries | Teams open a structured library for each kind of document, instead of digging through shared folders. |
| 2. Search | Staff can search across the libraries they have access to, which helps when they only remember part of a file name. |
| 3. Version History | Each document keeps its earlier versions, so staff work from the current copy and can still check a prior one. |
| 4. Request Forms | Staff submit a request through a consistent form, which means the approver gets the same information each time. |
| 5. Request Status | A submitter can see where a request stands without having to chase anybody by email. |
| 6. Notifications | People get an email alert when something needs their attention or when a request changes status. |
| Head office | |
| 7. Property-Level Views | Staff can filter lists and libraries by property, which makes it easier to compare sites or review one location. |
| 8. Approval Workflow | Requests go to the assigned approver, and the decision is recorded on the item. |
| 9. Business Lists | Information formerly kept in spreadsheets sits in shared SharePoint lists that several people can update. |
| 10. Policy Library | Company policies live in one place, so every property can read the same version. |
| 11. Dashboard Page | A landing page brings together key lists, links and recent items for quick daily access. |
| Administrators and partner | |
| 12. Group Permissions | Access is assigned by group and site, which is easier to maintain as staff come and go. |
| 13. Metadata and Content Types | Documents carry tags like property and category, which is what keeps libraries sortable as they grow. |
| 14. Handover Notes | The partner receives documentation of how the application is put together, so it can support it after delivery. |
How the platform is put together
Each layer has one job.
The result
The client's teams have one SharePoint home for documents and requests. The partner received an application built on standard platform structures it can continue to support.
| Area | Before | After |
|---|---|---|
| Finding documents | Copies spread across inboxes and drives | Structured libraries with one current version |
| Requests | Approvals tracked through email threads | Lists and workflow showing status and owner |
| Access | Broad or inconsistent file sharing | Permissions set by group and site |
| Shared records | Spreadsheets passed between people | Shared lists updated by authorized staff |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Staff search and browse one organized set of libraries.
Each item shows who needs to act next.
Owner and property documents go only to the right groups.
Standard SharePoint structures are simpler for a partner to maintain.
Conclusion
SharePoint can hold a business together or become another shared drive that nobody trusts. The difference lies in how libraries, lists, permissions and workflows are set up. Hexagon built that structure for the client while working under a technology partner's direction, which gave a multi-property operator a more orderly way to share information. If your team already pays for SharePoint and isn't getting much from it, or you are a partner in need of development help, let's talk.
Talk to us about your projectRelated services: document management · custom software development
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