Governance & Automation
SharePoint Governance & Workflow Automation
Permission governance, change monitoring, and approval / e-signature workflow automation on SharePoint Online.
Scope
- Permission structure review and clean-up
- Change monitoring for sites and sensitive libraries
- Approval workflow design
- E-signature workflow integration
Approach
- Mapped existing site and library permission structures to find oversharing and permission sprawl.
- Rebuilt permission groups around actual job functions instead of ad hoc individual grants.
- Used Power Automate and Microsoft Graph to build approval and e-signature workflows tied to document libraries.
- Added change monitoring so unexpected permission or content changes surface quickly.
Context
SharePoint Online is flexible enough that permissions tend to drift over time — site owners grant access ad hoc, and a few years in, nobody is fully sure who can see what. This project focused on bringing that back under control, and layering in workflow automation on top of a cleaner structure.
What this involved
The first phase was a permission audit: mapping site collections, libraries, and the (often inconsistent) sharing links and individual grants layered on top of them. Permissions were restructured around groups tied to job function rather than one-off individual access, which makes future audits much faster.
On top of the cleaned-up structure, Power Automate and Microsoft Graph were used to build approval workflows for document publication and an e-signature workflow for documents that need a formal sign-off — reducing manual routing of documents by email.
Approach
Change monitoring was added so that permission changes or unexpected modifications to sensitive libraries generate a notification rather than going unnoticed until the next manual audit.