Finalise VetCorex SharePoint Automation

The VetCorex Vetting Management System is already well-structured in SharePoint Online: lists, libraries, Microsoft Forms, and a set of Power Automate flows with rule matrices are all in place. Where I still need expert help is turning the current proof-of-concept into a production-ready solution.

Your main focus will be the workflows and automation layer. I need rock-solid, maintainable flows that keep candidate requests moving from HR approval through bookings, verification checks, risk assessment, management sign-off and, ultimately, clearance certificate generation. The same automated discipline must extend to vendor verification and contractor site-pack compliance, then on to personnel vetting, induction, medical checks and driver-licence validation before site-access approval is granted.

What is missing today is reliable, two-way data integration between lists and forms. Candidate details, approval statuses and verification results must sync seamlessly so that every stakeholder sees real-time information without manual intervention. Where a form is submitted, the correct list item should be created or updated; when a status changes in a list, the relevant form response or adaptive card must reflect it instantly.

Acceptance criteria
• All existing flows reviewed, refactored and documented.
• New integration points added so candidate details, approval statuses and verification results remain in sync across lists, libraries and Forms responses.
• Automated notifications fire only when needed and always reference the up-to-date data.
• End-to-end tests passed for each scenario—candidate onboarding, vendor verification and contractor site-pack compliance—using real sample data.
• A concise hand-over guide delivered so the internal team can maintain the solution post-launch.

Required work:

Review the existing build: Audit lists, relationships, forms, flows and permissions against the latest checkpoint. Identify completed work, outstanding defects and dependencies, with a cost and completion timeline.
Complete intake and record validation: Finish form-to-register mappings, validate vendor/site-pack references against authoritative records, prevent duplicate or incorrect links, and reconcile candidate counts with uploaded workbooks.
Complete vendor verification: Use the current approved requirements and service rules to generate applicable checks, record evidence/results and calculate the overall decision. A single cleared check must never approve an entire vendor. Resolve missing decision criteria with me.
Finish workflow controls: Enforce vendor → site pack → personnel progression, certificate eligibility and final access requirements. Complete live SARS TCS verification/review logic, conditional evidence requirements, expiry monitoring and authorised exception controls.
Secure and stabilise the system: Protect outcome fields and confidential documents, apply role-based permissions, and finalise notifications, error handling, flow ownership, audit trails and recovery arrangements.
Test and hand over: Complete controlled end-to-end user acceptance testing, including failed checks, missing evidence, duplicates, renewals and blocked approvals. Provide test results, technical documentation, administrator guidance and a deployment/rollback plan.

If you thrive on SharePoint Online, Power Automate, JSON expressions and dynamic content handling, and you can prove it with previous workflow projects, I’m ready to collaborate and move VetCorex into production.