Here’s a detailed plan to implement your file-tracking system using Microsoft Power Automate +

SharePoint :

Setup Overview

1. SharePoint will act as your centralized database, hosting:

- A Projects List to manage project details.

- A Files List to track hard copy files.

- An Experts List to assign responsibilities and monitor progress.

2. Power Automate will automate workflows, such as notifications, status updates, and tracking
responsibilities.

3. Power BI (Optional) for advanced reporting and visualization.

Database Design in SharePoint

1. Projects List

- Columns:

- Project Name (Text)

- Assigned Expert(s) (People or Group)

- Department (Choice: North, Central, South)

- Status (Choice: In Progress, Completed, Sent to Certification)

- Hard Copy Path (Choice: Office, Sent, In Transit)

- Expert Signatures Status (Choice: Pending, Signed, Not Required)

- Last Updated By (People or Group)

- Last Updated Timestamp (Date/Time)

2. Files List

- Columns:

- File ID (Text/Auto Number)

- Related Project (Lookup from Projects List)

- Current Location (Choice: North Office, Expert A, Courier, etc.)

- Last Updated By (People or Group)

- Update Timestamp (Date/Time)

- Notes (Multiline Text)

3. Experts List

- Columns:

- Expert Name (Text)

- Department (Choice: North, Central, South)

- Assigned Projects (Lookup from Projects List)

- Signature Status Summary (Calculated field based on Projects List)

Automating Processes with Power Automate

1. File Location Updates

- Trigger: When a file’s status or location is updated in SharePoint.

- Actions:

- Send a notification (email/Teams message) to relevant stakeholders.

- Log the change in the File Tracking Database.

2. Signature Completion Reminders

- Trigger: Scheduled (e.g., daily at 9:00 AM).

- Actions:

- Check for projects with "Pending Signatures."

- Send a reminder to the assigned experts.

3. Progress Tracking

- Trigger: When a project status changes.

- Actions:

- Update the related expert’s dashboard in the Experts List.

- Notify the Certification Department.

4. Hard Copy Path Tracking

- Trigger: When a hard copy file is marked as “Sent” or “Received.”

- Actions:

- Automatically update the location in the Files List.

- Notify the Certification Department for tracking.

Reporting and Dashboards

Use Power BI to create visual dashboards:

- Project Status Summary: Displays progress, pending tasks, and overdue signatures.

- Expert Contributions: Tracks workload and completed projects by each expert.

- File Movement: Monitors the current location and history of hard copy files.

Implementation Steps

1. Set up SharePoint lists for Projects, Files, and Experts.

2. Design workflows in Power Automate for file tracking, reminders, and notifications.

3. Link Power BI to SharePoint for real-time reporting (if needed).

4. Train staff on how to update SharePoint entries and use automated notifications.

This setup will streamline your file tracking and project management while leveraging Microsoft tools
effectively. Let me know if you’d like help with specific workflow designs or integrations!

Here’s a detailed plan to build the **Google Sheets alternative** to achieve your goals:

### **1. Database Structure in Google Sheets**

#### **Sheet 1: Projects Tracker**

- **Columns**:

1. Project Name

2. Assigned Expert(s)

3. Department (North/Central/South)

4. Status (Dropdown: In Progress, Completed, Sent to Certification, etc.)

5. Expert Signature Status (Dropdown: Pending, Signed, Not Required)

6. Hard Copy Path (Dropdown: Office, Sent, In Transit, etc.)

7. Last Updated By

8. Update Timestamp

9. Notes
---

#### **Sheet 2: Experts Tracker**

- **Columns**:

1. Expert Name

2. Department (North/Central/South)

3. Assigned Projects (Formula to list projects from "Projects Tracker")

4. Signature Status (Formula or manual input)

5. Notes

---

#### **Sheet 3: File Tracking**

- **Columns**:

1. File Name/ID

2. Related Project (Dropdown or Data Validation from "Projects Tracker")

3. Current Location (Dropdown: North Office, Expert A, Courier, etc.)

4. Last Updated By

5. Update Timestamp

6. Notes

---

### **2. Features to Implement**

#### **1. Dropdowns for Consistency**

- Use **Data Validation** to create dropdowns for fields like status, departments, and file paths.

#### **2. Conditional Formatting**

- Highlight rows or cells based on conditions (e.g., highlight files where the signature is "Pending" in red).

#### **3. Timestamp Automation**

- Use Google Apps Script to automatically update the "Update Timestamp" column whenever a row is
edited.

#### **4. Linking Data Between Sheets**

- Use `IMPORTRANGE` or formulas like `FILTER` or `QUERY` to dynamically pull data (e.g., list assigned
projects for each expert in "Experts Tracker").

#### **5. Real-Time Collaboration**

- Share the Google Sheet with **Editor** or **Viewer** access. Use protected ranges to ensure
sensitive data isn’t modified by unauthorized users.

---

### **3. Benefits of the Google Sheets Plan**

1. **Unlimited Visitors**: Share links with no restrictions on the number of collaborators.

2. **Easy to Use**: Familiar interface for most users.

3. **Free to Scale**: Costs nothing unless you need additional Google Workspace features.

4. **Real-Time Updates**: Changes are visible instantly to all collaborators.

### 2. Database Design in Notion

#### **Database Structure**

**1. Projects Database:**

- **Fields:**

- Project Name

- Assigned Expert(s)

- Department (North/Central/South)

- Status (e.g., In Progress, Completed, Sent to Certification)

- Expert Signature Status (e.g., Pending, Signed, Not Required)

- Hard Copy Path (e.g., Office, Sent, In Transit)

- Notes/Comments

**2. Experts Database:**

- **Fields:**

- Expert Name

- Department (North/Central/South)

- Current Projects (Relation to Projects Database)

- Signature Status (Roll-up from Projects Database)

**3. File Tracking Database:**

- **Fields:**
 - File Name/ID

- Related Project (Relation to Projects Database)

- Current Location (e.g., North Office, Expert A, Courier)

- Last Updated By

- Update Timestamp

- Notes

#### **How It Works**

- Use relations to connect databases (e.g., linking Projects to Experts and Files).

- Add views for customized filtering (e.g., "Projects Missing Expert Signatures").

- Use templates for repeatable updates.

- Automate reminders for updates using Notion’s notification features.

### 3. Other Recommended Tools

1. **Airtable**:

- Combines the simplicity of Google Sheets with advanced features like Notion.

- Offers strong customization options, advanced filtering, and easy data entry.

- Allows API integration for automation.

2. **Asana** or **Trello**:

- Great for tracking workflows visually using Kanban boards.

- Limited relational database capabilities but intuitive for status tracking.

3. **Microsoft Power Automate + SharePoint**:

- Ideal for organizations already using Microsoft 365.

- Offers automation for file tracking, updating statuses, and notifications.

4. **Monday.com**:
 - Highly visual and customizable.

- Strong in task tracking and team collaboration.

Let me know if you’d like a detailed implementation guide for any of these options!