Case Study

Secure File Sharing Portal & Enterprise Document Governance

Safeguarding highly sensitive medical and financial records across a complex network of independent brands requires bulletproof security. To achieve this, a prominent parent organization partnered with our team at Artesian Software Technologies to build a custom, enterprise-grade file exchange platform. To maintain absolute confidentiality, we implemented rigid data silos for every brand, eliminating the chance of cross-brand file access. Existing tools offered no way to enforce this level of strict data separation alongside structured, multi-directional document sharing.

We delivered a permission-driven document portal using Microsoft Power Pages as the front end, Microsoft Dataverse for access control and configuration settings, SharePoint Embedded for governed storage, and Power Automate for workflows. By implementing robust governance and permission protocols, the platform enables secure, multi-way document sharing while strictly restricting user access to authorized files.

Web Portal

Microsoft Power Pages

Data Layer

Microsoft Dataverse

File Storage

SharePoint Embedded

Automation

Power Automate

Access Control

Dataverse Security Roles

The Challenge

  • Strict Data Isolation Flaws: The client managed multiple independent brands, and failing to isolate sensitive documents risked exposing confidential records across corporate boundaries.

  • Complex Role-Based Access Control (RBAC): There was no structured way to define multi-layered file-specific permissions for different roles in the same brand, making it difficult to control who could view, upload, or share files.

  • Unsecure File Sharing Methods: Users relied on unstructured methods like email and shared network drives, offering zero governance, audit trails, or access control.

  • Uncontrolled Document Distribution: The parent organization struggled with the absence of a monitored, secure method to manage bilateral file sharing with its connected brands.

  • Inadequate Document Management Features: Existing tools lacked crucial enterprise document management capabilities like file tagging, commenting, pinning, and version history.

Our Solution

  • Power Pages Web Role Architecture: Built a secure portal where web roles dictate exact access, ensuring complete data separation between the parent and individual brands.

  • Dataverse Table Permissions & RBAC: Configured granular Dataverse security roles to strictly control create, read, update, and delete actions at both the table and column levels.

  • SharePoint Embedded API Integration: Integrated SharePoint Embedded via the Power Pages Web API, securely mediating all binary payloads strictly through the Dataverse permission layer.

  • Power Automate Notification Workflows: Deployed Power Automate flows to handle multi-directional file routing, broadcast documents, and trigger real-time email alerts.

  • Advanced Document Management Features: Created a feature-rich, dynamic file management solution by storing all contextual metadata (like custom tags, comments, and pinned items) straight into Dataverse.

Business Impact

  • Zero Cross-Brand Data Leakage: Implemented rigid Dataverse permissions and web role configurations to isolate data completely, safely locking down sensitive files against unauthorized access.

  • Compliance-Ready Audit Trails: All permissions and file actions are centrally managed and automatically logged, creating a verifiable, audit-ready system for regulated industries.

  • Rapid Multi-Brand Scalability: Onboarding a new brand is now a quick configuration task taking hours rather than a development project taking weeks.

  • Streamlined Secure Collaboration: Teams can comment, pin, tag, and track versions directly within the secure portal, eliminating the need for separate, unsecure collaboration tools.

  • Future-Proof Enterprise Integration: Built on the Microsoft Power Platform, the system is fully extensible, allowing easy future integrations with other enterprise systems as the business grows.

Client Testimonial

Managing sensitive medical and financial files across so many different branches was honestly keeping us up at night. We were terrified of someone accidentally accessing the wrong file. Artesian team built a portal where we don’t even have to worry about that anymore. Every brand’s data is completely walled off, and our teams can safely share and track documents without resorting to risky email attachments. It’s a massive relief. — Chief Compliance Officer (Healthcare Management Group)

Project Screenshots

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