The Client

Grid Construction | Construction Company

The Challenge

Three Systems, Zero Visibility, Real Commercial Risk

Grid Construction, a commercial construction company based in Perth, had a document management problem that was costing them time and creating risk on every project.

Like most construction companies, they’d grown into their systems organically. What started as a simple SharePoint folder had evolved into a fragmented mess:

  • An internal SharePoint site for the project team
  • An external SharePoint site for sharing with consultants and subcontractors
  • An Excel spreadsheet tracking drawing revisions and transmittals

On paper, it worked. In practice, it was a productivity drain hiding in plain sight.

Built on Microsoft 365. No new software. No new logins. Results in weeks.

The Solution

SharePoint Document Register with Metadata and Custom Views

We implemented a SharePoint-based document management system that consolidated Grid’s three locations into one.

What We Built

Document Register List

A SharePoint list replacing the Excel spreadsheet, with metadata columns for:

  • Drawing Number
  • Title
  • Discipline (Architectural, Structural, Mechanical, Electrical, etc.)
  • Current Revision
  • Status (For Construction, Superseded, Draft, etc.)
  • Date Updated
  • Location
  • Sent To
  • Last Sent Date

The team can now filter, sort, and search drawings without opening a separate spreadsheet or calling the Document Controller.

Metadata-Enabled Document Library

The existing SharePoint document library was reconfigured with matching metadata. Every drawing now carries its revision status, discipline, and other key information as searchable properties.

Custom Views

We created filtered views for common questions:

  • By Discipline: Show only Structural drawings, or only Electrical
  • By Status: Show only “For Construction” documents
  • By Date: Sort by most recently updated
  • Current Only: Hide superseded revisions, show only current

Instead of asking “What revision is A01?”, anyone on the team can open the Current Only view, search for A01, and see the answer in seconds.

Permissions Configuration

Internal team members have full access. External sharing follows specific protocols so consultants and subcontractors see only what they need to see.

Data Migration

All existing tracking data from the Excel spreadsheet was migrated into the new SharePoint list. No information lost. No starting from scratch.