Transforming SOP Management with SharePoint and Generative AI

About our client:

AVA Care one of our prestigious clients, is a manufacturer of Ayurvedic and herbal personal care products. The company's flagship brand, Medimix, is renowned as the world's largest-selling Ayurvedic handmade soap. Other brands of this company include Sanjeevanam, Kaytra, and Melam.  

AVA Care is a forward-thinking organization with a strong focus on compliance and training, aimed to streamline and digitize their Standard Operating Procedure (SOP) management process. Their goal was to move away from static, attachment-based SOP documents toward a dynamic, user-centric experience that fosters clarity, accountability, and continuous learning.

Challenges

The legacy SOP management approach relied heavily on document libraries/ folders and template attachments, making version control, user engagement, approvals and training validation difficult to manage at scale. Additionally, the organization wanted to align SOP publication with a structured approval process and automated training assignments based on review frequencies, something that the existing system couldn't support effectively.

Solution

At SharePoint Designs, we implemented a custom SOP Manager within Microsoft SharePoint, reimagining the entire SOP lifecycle with a focus on accessibility, governance, and learning enablement. The following key components were delivered:

1. SOP as Interactive Site Pages

Instead of uploading static documents, SOPs were created as structured SharePoint site pages, mirroring the organization’s SOP format. This allowed SOPs to be:

• Easily searchable and readable
• Integrated with version history and audit trails
• Equipped with features like Print, download, and Permissions Management based on user roles

2. Document Management & Approval Workflow

A custom Power Automate workflow was designed to handle:

• Multi-stage approval before publication
• Version control with status indicators (Draft, Awaiting Approval, Published)
• Notifications to stakeholders throughout the review process

3. Training Assignment Based on Review Frequency

Each SOP includes metadata for audience targeting and review frequency. Once published:

• The system triggers training assignments to the relevant teams or individuals
• The SOP Manager keeps a track of the training completed so far, and what’s upcoming.

4. Integration of Generative AI for Assessments

One of the most innovative aspects of this solution was the integration of Generative AI to automate:

• Question generation based on the content of the SOP
• Dynamic assessments that vary by SOP content and complexity

This AI-powered layer significantly reduced manual effort in creating assessments and ensured content alignment between SOPs and validation methods.

Impact & Benefits

• Streamlined SOP creation with enhanced collaboration and control
• Improved compliance through structured review and audit trails
• Automated training and validation, reducing manual tracking efforts
• Modern user experience and seamless navigation for end users
• Time savings for SOP owners and trainers through AI-generated assessments

Conclusion

By leveraging SharePoint’s capabilities combined with the power of automation and Generative AI, we transformed SOP management into an agile, intelligent process. This case sets a new standard for organizations looking to move beyond document-based compliance into dynamic, knowledge-driven systems.