M365 Engineering Document Control Platform - 08/11/2026 11:26 EST

I want a reusable Microsoft 365 solution that lets our engineering teams work together while keeping full control over every document that leaves the Belgium head office. The core will be SharePoint document libraries—no separate DMS and no storing files just inside Teams. For the first pilot you will configure a workspace that serves a Mexico-based client project running through Belgium, Dubai, Malaysia and a fabrication subcontractor. During the pilot only the Belgium office and our internal project teams should see the libraries; anything that must go outside will follow a strict release gate: a named Belgium document controller has to approve every single outgoing file. Key items I expect from you: • Information architecture and permission model for scalable, project-based SharePoint libraries • Power Automate or equivalent approval workflow that routes releases to the designated Belgium controller before external sharing is allowed • Clear, role-based metadata and versioning settings to distinguish working, review and final states • Template or provisioning script so the same setup can be cloned for future projects without manual re-work • Concise admin and user guidance so local IT in Belgium can support it after hand-over Acceptance criteria • Pilot library created, tested with sample documents, and locked down to Belgium users only until controller approval is granted • Controller approval recorded in audit trail; rejected items stay internal • Reusable provisioning package delivered with documentation Tools in scope: SharePoint Online, Power Automate, Teams (only as a front-end, files remain in SharePoint), Microsoft Purview if needed for labels. No third-party add-ins unless we agree in writing.