CASE STUDY

Keolis MHI Operational Knowledge Portal

We built a shared knowledge portal for Keolis MHI, bringing Dubai Metro, Dubai Tram and support-service documentation into a structured SharePoint Online environment. Departmental libraries, controlled access and document approval workflows give teams a common place to work with operational information.
Industry: Transportation and LogisticsRegion: 🇦🇪 UAE5 weeks
Keolis MHI
Illustration of a document knowledge portal alongside Dubai Metro operations
Illustrative view of operational knowledge sharing for Dubai Metro and Tram teams.

PROJECT SNAPSHOT

Client
Keolis MHI
Industry
Transportation and Logistics
Region
🇦🇪 UAE
Engagement
Knowledge management and document workflow implementation
Technology
Microsoft Power Automate, Microsoft SharePoint
Scope
Shared operational knowledge portal for Metro, Tram and Support Services
Business Challenge

Keeping operational knowledge organised across departments

Engineering, operations, maintenance and corporate support teams needed a consistent way to find and share operational documents. Information held in separate departmental repositories made it harder to identify current material and coordinate reviews.
Key Challenges

Documents spread across repositories

Policies, procedures and administrative files were held in separate locations. Teams faced duplicated material and inconsistent document-management practices.

Different access needs across operational teams

Metro, Tram and support departments needed shared knowledge alongside controlled access to departmental information. The portal had to reflect those responsibilities.

Manual reviews delayed document publishing

Operational documents needed review before publication. Manual coordination made the approval process harder to manage consistently.
What Neologix Delivered

A shared portal with departmental ownership

We implemented a Microsoft 365 knowledge hub using SharePoint Online and Power Automate. The portal brings departmental information together while keeping access and publishing responsibilities attached to defined roles.

SharePoint Online knowledge hub

A central landing page connects users to departmental information and document libraries.

Departmental document libraries

Libraries organise material across Dubai Metro, Dubai Tram and Support Services, including engineering, operations and corporate functions.

Document approval workflows

Power Automate routes submitted drafts to department approvers for approval or rejection before publication.

Department and role-based permissions

SharePoint groups and permission settings control access for department members, approvers, global users and administrators.

Microsoft 365 authentication

Microsoft Entra ID supports sign-in using organisational Microsoft 365 credentials.

Collaboration within Microsoft 365

The source describes Microsoft Teams integration alongside the SharePoint knowledge portal.
Solution Architecture

SharePoint knowledge hub and document approval architecture

Users sign in through Microsoft Entra ID to access the SharePoint Online knowledge hub. Departmental libraries organise information for Dubai Metro, Dubai Tram and Support Services. SharePoint permissions control access by department and role. Power Automate routes draft documents to department approvers; approved material is published to the portal. This diagram summarises the documented components and publishing flow.
Keolis MHI collaborative portal with Metro and Tram navigation and department cards
Keolis MHI collaborative portal with departmental navigation and shared operational information.
Keolis knowledge portal architecture showing SharePoint Online, Power Automate, departmental approvals and Microsoft Entra ID
High-level view of the Keolis MHI knowledge portal and governed document publishing flow.
Implementation Approach

How controlled document publishing works

The documented publishing flow gives department members and approvers clear responsibilities. It connects document preparation, review and publication within the knowledge portal.
01

Prepare the document draft

A department member prepares a draft for review and publication.
02

Upload to the departmental library

The member uploads the draft to the relevant SharePoint document library.
03

Submit for review

The document enters the approval workflow and is routed to the designated department approver.
04

Approve or reject

The approver reviews the document and approves or rejects the submission.
05

Publish approved material

Approved documents are published to the portal for authorised users.
Business Outcomes

A governed foundation for operational knowledge

The delivered portal provides a shared structure for operational information, department-based access and controlled document publication. The percentage figures below are provisional estimates awaiting confirmation.
75%
Faster document access — estimate pending confirmation
50%
Less manual document handling — estimate pending confirmation
60%
Shorter document search time — estimate pending confirmation

Technology Stack

Microsoft Power AutomateMicrosoft Power AutomateMicrosoft SharePointMicrosoft SharePoint
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