A leading petrochemical producer
A KSA Petrochemical Producer Cut Report Preparation Time by up to 90% with Microsoft Copilot Studio
Approval visibility, on-demand reporting, and template compliance, once slow and manual, now run on one SharePoint-grounded system built with Microsoft Copilot Studio and Azure.
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KSA
Petrochemicals and Refining
3,000+ employeesAbout The Client
A Leading Saudi Arabian Petrochemical Producer
Our client is a leading petrochemical producer in Saudi Arabia (KSA), formed as a joint venture between two global energy and chemical leaders. It runs one of the largest integrated refining and petrochemical complexes in the Kingdom, supplying hydrocarbons and petrochemical products used worldwide in plastics, fuels, packaging, detergents, and automotive components.
An operation this size runs on controlled documentation. More than 4,000 approved procedures, policies, charters, and manuals live in an Electronic Document Management System (EDMS) built on Power Apps and SharePoint. The system was only ever as useful as how fast its people could work inside it.
The Problem
Manual Reporting, Unclear Status, and Avoidable Rework
For a controlled-document operation, storing documents was never the hard part. Seeing them was. Approval status lived out of sight, so learning where a document stood, who owned the next step, or which items were due, overdue, pending, or expired meant clicking through EDMS one screen at a time and assembling reports by hand. Compliance made it worse: strict templates lived in a manual few people read, so documents reached submission with broken formatting and Word content controls, failed review, and came back for rework that added days to every cycle. The friction showed up in three places.
Facing similar challenges?Key business areas impacted included:
Manual operational reporting
Unclear workflow status
Avoidable document reworkSearch was the quiet tax underneath all of it. Staff usually knew what a document was for, not its exact file name, identifier, or location, so keyword search fell short and every request began with a hunt through nested SharePoint folders.
What The Client Needed
Natural language search across the full controlled-document library
A single conversational entry point for status and assigned work
On-demand reports for due, overdue, pending, and expired documents
Guided authoring that applies the correct template automatically
Automated compliance validation before the approval workflow
Grounded answers with citations back to source documents
Folio3 Solution
One Grounded, Conversational Source of Truth
Folio3 built an AI-powered, SharePoint-grounded knowledge and workflow agent on Microsoft Copilot Studio, paired with a custom document generation and validation platform on Azure. A multi-agent assistant now sits in front of the entire EDMS environment. It answers document questions in plain language, routes status and reporting requests to specialized agents, and replies only from approved SharePoint content with citations. A guided editor then populates approved Word templates and validates every document before it enters the approval workflow.
What the solution delivered:
EDMS Agent grounded in SharePoint, with cited answers
Workflow Tracker Agent for status and assigned items
Report Generation Agent that exports to Excel
Guided editor that auto-populates Word templates
Validation service that flags exact compliance errors
Access through Microsoft Teams and Power Apps Copilot Chat
Vector and semantic search with WorkIQ grounding
An end to manual navigation of nested folders
Key Features
The solution delivered three core capability sets, each addressing a specific place where documentation used to slow the business down.
Intelligent Discovery and Workflow
Natural Language Search
Users request any policy, procedure, or manual in plain language, with no file name or location required.
Grounded, Cited Retrieval
Vector and semantic search with WorkIQ return answers by meaning, each linked to its approved source document.
Workflow Status Tracking
The Workflow Tracker Agent reports approval stage, progress, and assigned items from EDMS SharePoint lists.
On-Demand Reporting
The Report Generation Agent exports due, overdue, pending, and expired document reports straight to Excel.
Impact & Outcomes
The solution turned EDMS from a system that depended on manual navigation and exact document knowledge into an intelligent, guided, and compliant experience. Based on the manual steps automated, the estimated impact includes:
faster access to workflow, approval status, and assigned items.
less effort preparing due, overdue, pending, and expired reports
fewer avoidable rework and rejection cycles before initiation
less document preparation time through guided authoring.
faster document discovery through natural language search.
faster creation of a submission-ready document
The result: a single, grounded, conversational source of truth for controlled documentation that shortened discovery, authoring, and reporting cycles, while preserving the client's existing document governance and approval processes.
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Common Questions
Users ask in plain language for a policy, procedure, charter, or manual. The EDMS Agent searches the approved SharePoint libraries with vector and semantic search, so it matches on meaning and context rather than an exact file name, identifier, or folder location.
The agent is strictly grounded in the organization's approved SharePoint content. Every answer carries citations and references to the source documents, so users can open and verify the original approved file.
The agent is built on Microsoft Copilot Studio, grounded in SharePoint, and surfaced through Microsoft Teams and Power Apps Copilot Chat. The document generation and validation platform runs on Azure Functions, with reports exported to Excel.
A guided editor populates the approved Word template automatically, then a validation service checks the finished document against the required rules. It flags exact issues such as fonts, margins, required sections, tables, images, content controls, and file size before the document enters the approval workflow.
Yes. The agent is available as a one-to-one conversational channel in Microsoft Teams, and it is also embedded directly in the existing EDMS application through Power Apps Copilot Chat.
Yes. The agent answers only from the organization's approved SharePoint document libraries, which keeps responses aligned with governed, current, and approved content.
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