Corporate & Personal Document Request Automation

Structured, secure issuance of official company documents - built on Microsoft 365.

Share files without complexities

Business Context

In corporate groups, employees and stakeholders regularly request official documents such as:

• Extracts from commercial register

• Shareholder lists

• Corporate certificates

• Personal corporate confirmations

  
  

Traditionally, these requests are handled via email, leading to:

• Unstructured communication

• No central tracking

• Risk of unauthorized document issuance

• Manual document handling

• Limited audit visibility

Solution Overview

We implemented a structured Microsoft 365-based workflow that standardizes document requests, approvals, and secure distribution.

The solution is built using:

• Microsoft Forms

• SharePoint

• Power Automate

• Encodian as secure PDF processing (watermark & password protection)

How It Works

1. Request Submission

The user submits a request via Microsoft Form:

• Selects document type from predefined list

• Specifies whether a digital scan or original hard copy is required

• Provides necessary details

  
  

The request is automatically registered in SharePoint and routed for approval.

2. Approval Workflow

An internal approval is triggered.

• All actions are logged

• Status is tracked centrally

• Full audit trail is maintained

3A. Digital Copy (Scan)

If approved and a digital copy is requested:

• The selected document is retrieved from SharePoint

• A new dedicated folder is created automatically

• The document is processed:

  • Converted to PDF (if required)

  • Watermark applied dynamically

  • Unique password generated

  • PDF encrypted with password protection

Secure document processing is implemented via Encodian integrated into Power Automate.

The secured document is stored in the newly created folder and access details are communicated to the requestor.

3B. Original Hard Copy

If an original document is requested:

• No digital distribution is performed

• The requestor receives confirmation

• A responsible person contacts requestor to coordinate collection or delivery

This ensures controlled handling of physical originals.

Security & Control Features

• Structured form-based submission

• Central SharePoint request registry

• Automated approval routing

• Secure watermark application

• Automated PDF password protection

• Isolated folders per request

• Separate handling logic for originals

• Complete audit trace

Business Impact

The solution replaces informal email-based document handling with a controlled issuance framework.

As a result, the organization benefits from:

• Increased transparency

• Reduced operational risk

• Standardized secure distribution

• Faster processing cycles

• Improved compliance readiness

Ready to structure and secure your internal document requests?

Let’s discuss how this workflow can be implemented in your Microsoft 365 environment.

Contact us to schedule a short consultation.