QMS Compliance Automation

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Posted on 26 Feb 2025 14:21:42 by LM-21011123-0

Hi,

I’m in the process of building a QMS within SharePoint. I’m using a folder structure and adding custom columns, such as "Link to SOP," "Process Approver," "Process Owner," "Status," "Review Date," etc.

As part of the QMS, I want to send automated emails to the relevant individuals when an SOP is added or updated, asking them to confirm they’ve read and understood the document.

However, I’m wondering if it’s possible to automatically collect records of those who have confirmed they’ve read and understood the new or updated SOP. If this is feasible, what’s the best way to implement it?

I understand this might involve tools beyond Power Automate, but any guidance would be greatly appreciated.

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Business Process Flows

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David_MA 11,205 Super User 2025 Season 1 on 26 Feb 2025 at 17:31:19

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QMS Compliance Automation

Since there is no trigger to start a flow from when someone just reads a document, I would suggest:

Create a flow that triggers when a document has been created or updated.

If who needs to confirm they've read it varies by document, add a people field to the document library and populate each document with the names of the people who need to confirm they've read the document.

Then when the flow triggers. get the names from the people field and add an apply to each.

This step gets tricky, as you need to build a flow that is triggered from an HTTP request.

You can read about this at How to trigger a Power Automate Flow with a HTTP Request

Then in the apply to each action, call this flow for each person.

In the flow that is called from the HTTP request, either send them an approval action or an e-mail with options telling them that they need to read the document and once they have, complete the approval or respond to the e-mail with options.

Not sure what you need to do once you know people have read the document, so that is up to you.

We use a dedicated LMS to handle this type of requirement as we have too many regulatory requirements around this type of thing that a dedicated system can handle much better especially around reporting.