SharePoint · Power Automate · Food and beverage

SOP management on SharePoint for a food manufacturer

A bakery ingredients manufacturer wanted procedures that are approved, read and proven to be understood. We adapted our SOP Management product on SharePoint and added reading time with a quiz, renewal and revision, and print-ready controlled copies.

Client: A bakery ingredients manufacturer in India, part of a global group
Industry: Food and beverage
Platform: SharePoint, Power Automate
Started from: SOP Management product

01The challenge

In food manufacturing, a procedure only helps if the right people have read the current version and understood it. The company needed one controlled place for its SOPs, approval routes that follow its departments, proof that each person had read and understood a procedure, and a way to renew or change a procedure without losing the earlier versions.

02The solution

We gave them our standard SOP Management product on SharePoint Online and adapted it to their process. Staff read each SOP for a minimum time and pass a short quiz to acknowledge it. We built renewal and revision, so an SOP can be refreshed or reissued as a new version with every earlier version kept. Any approved SOP prints with a cover page that carries its audit log.

How an SOP moves through the system

CreateThe owner drafts the SOP, uploads the document and sets the audience and quiz.
Review and approveApprovers from the configured hierarchy approve, or reject with a reason.
PublishThe owner or the final approver makes it live.
Read and acknowledgeStaff read for a minimum time, then pass a short quiz.
MonitorA compliance dashboard, an audit trail and email alerts keep it visible.
Renew or reviseRefresh an expiring SOP, or issue a new version at any time.
SupersedeThe previous version moves to version history, never lost.

Application Glimpse

These screens are redrawn with sample data to show how the product works. They are not the client's screens. Each one says whether it comes from our standard product or was built for this client.

Screen 1 of 9Standard product

Dashboard

The whole SOP library in one view: how many SOPs are published, under review, in draft or expiring soon. Each card opens its list, so owners see what needs attention first.

What came from the product and what we built

From our standard productThe SOP library, approval hierarchy by department and category, audience targeting, the dashboard, the compliance view, the audit trail, and email notifications sent through Power Automate.
Reading time and a quizStaff open each SOP in a built-in viewer and read for a minimum time. The assessment unlocks after that, and a pass mark is needed to acknowledge. Score, time and attempts are recorded, and the owner can see each answer.
Renewal and revisionAn expiring SOP is renewed from a pre-filled form while the current version stays live. A published SOP is revised into a new version with a mandatory reason, the same approval route, and a fresh acknowledgement from every targeted person.
Print-ready controlled copyAny approved or published SOP prints or downloads with a cover page that carries its audit log, followed by the formatted SOP.
Set up by an adminDepartments, categories, audience groups, certifications and approval routes are kept in master lists, so the route fills in when an owner chooses a department.
In their own Microsoft 365The solution runs in the client's own tenant, so SOP content and sign-in stay under their control.

Built with SharePoint Online · Power Automate · Microsoft 365

The result

One library of live SOPs, shown only to the people each one applies to
Every approval, comment and rejection reason recorded on the SOP
Staff read for a minimum time and pass a quiz, and owners see every answer
Renewals and revisions keep every earlier version with its approvals and acknowledgements