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Enterprise App StoreHow Mackay Regional Council replaced custom code with automation using ECM SharePoint Connect
For Mackay Regional Council, managing project documentation across its SharePoint environment was a growing challenge.
With staff working across a wide region and an increasing number of files requiring proper record-keeping, the council had relied on a custom-built solution to integrate SharePoint with its Enterprise Content Management (ECM) platform.
But as the volume and complexity of content increased, so too did the support burden and resulting inefficiencies. The in-house solution — while functional — became difficult to maintain, requiring regular fixes and manual intervention by IT.
To overcome these issues, Mackay Regional Council became one of the first local governments to adopt TechnologyOne’s ECM SharePoint Connect. The result is a scalable, automated and native integration that has eliminated manual handling, simplified compliance, and saved staff hours each week. All without writing a single line of code!
Customer story highlights
- Replaced a custom-built SharePoint-to-ECM integration with TechnologyOne’s native ECM SharePoint Connect solution.
- Saved up to 10 hours of work per week for project and IT teams.
- Participated in TechnologyOne’s early adopter program and played a key role in product refinement.
- Rolled out across multiple SharePoint sites with minimal training needed.
- Mandated ECM SharePoint Connect as the standard for all future SharePoint-based projects.
About Mackay Regional Council
Mackay Regional Council serves a thriving community of more than 120,000 people in Queensland’s central coastal region. With a strong focus on innovation, the council supports a broad range of local services, infrastructure projects, and digital initiatives designed to meet the needs of its growing population.
The region’s blend of communities - coastal, rural, and urban - makes effective information management critical to council operations.
Mackay Regional Council website.
Sir Albert Building, Mackay Regional Council. Image supplied.
The challenge: custom code and compliance risks
Before adopting ECM SharePoint Connect, Mackay Regional Council relied on a custom-built integration to transfer content from SharePoint into TechnologyOne’s Enterprise Content Management system.
While functional, the solution was complex to support, built in-house using Power Automate and Azure API calls.
This approach introduced ongoing support issues. Small changes or unexpected SharePoint behaviour often triggered errors that needed manual fixes. Over time, the growing number of sites and users made integration increasingly difficult to scale, with the Information Services team bearing the brunt of the effort.
“We were spending too much time fixing broken workflows, dealing with support tickets and resolving integration failures,” said Joshua Gibson, Business Analyst Developer at Mackay Regional Council.
Joshua Gibson, Business Analyst Developer at Mackay Regional Council. Image supplied.
The custom integration also posed risks from a compliance perspective. Without a reliable, automated way to manage records movement, there was no guarantee that all project documentation was being appropriately captured in the content management system.
As the council looked to expand its use of SharePoint across more departments, these risks grew, as did the resource demands that came with them.
That’s when Mackay adopted SharePoint Connect with TechnologyOne: a purpose-built, vendor-supported solution designed to replace custom code with smart, automated records integration.
The solution: native integration with TechnologyOne
To address growing inefficiencies and risk, Mackay Regional Council turned to a simpler, smarter way of connecting its content platforms: implementing ECM SharePoint Connect over a six-month period as part of TechnologyOne’s early adopter program.
A council-wide automation uplift
The solution replaces Mackay’s custom integration with a native, vendor-supported tool that automates the movement of documents from SharePoint into ECM. It’s scalable, easy to install, and requires no ongoing maintenance or coding expertise.
As an early adopter, Mackay worked closely with TechnologyOne to trial the product across various departments, helping shape improvements and confirm real-world value.
“The installation process per site, once globally available, is easy to complete and users can complete it themselves without IT support or assistance,” Mr. Gibson said.
Empowering teams with simplicity and support
The move to a pre-configured, supported solution reduced internal support workloads and gave staff a more reliable, user-friendly tool. ECM SharePoint Connect is now mandatory for all new SharePoint projects — providing consistency and confidence across the council.
“The TechnologyOne team remained consistently engaged throughout the adoption process,” Mr. Gibson said.
From planning through to implementation, they were responsive and accessible.”
The results: time saved, and risk reduced
Since adopting ECM SharePoint Connect, Mackay Regional Council has seen immediate and measurable improvements across multiple teams.
For project and engineering staff, what was once a slow and manual process has become seamless and automated. Council estimates the new integration saves 5 to 10 hours per week for these teams alone, freeing up time to focus on higher-value work.
IT staff have also seen a drop in support requests, with 2 to 5 hours per week reclaimed thanks to the removal of failed workflows and patch fixes tied to the legacy setup.
Importantly, the council now has a consistent, scalable approach for document governance across all new SharePoint projects. What began as a pilot is now the standard operating procedure, delivering long-term value with minimal overhead.
“ECM SharePoint Connect is the first step in enabling better document management practices across SharePoint and ECM.”
Looking ahead: A new standard for document management
With ECM SharePoint Connect now embedded into its operations, Mackay Regional Council is well-positioned to scale its document governance approach into the future.
The council has mandated the solution as the default integration method for all new SharePoint sites, ensuring records are captured, compliant, and easily accessible from day one.
This marks a shift in mindset from managing documents manually to embedding smart automation into the way staff work. It also sets a precedent for other councils looking to streamline compliance and reduce the burden on their Information Technology teams.
For Mackay, the focus now is on extending these improvements across more departments and projects, confident that the foundations are not just strong but future-ready.
Explore Enterprise Content Management with TechnologyOne
Mackay Regional Council’s story is a powerful example of how local governments can modernise content management without the overhead of custom code or complex change.
TechnologyOne’s Enterprise Content Management product is designed to simplify records compliance, automate document handling, and integrate seamlessly across your organisation.
If you're ready to end manual records handling and future-proof your information governance, book a demo today and see how Enterprise Content Management can transform your organisation.
Frequently asked questions (FAQs): Enterprise Content Management
Learn more about our products and solutions by reading some of our FAQs below.
OneCouncil is TechnologyOne’s integrated enterprise software solution designed specifically for local governments. It streamlines finance, HR, payroll, asset management, and regulatory functions into a single SaaS system, providing a seamless experience across all council operations.
Enterprise Content Management (ECM) is a TechnologyOne product for securely storing, managing, and retrieving documents and records across an organisation.
TechnologyOne Enterprise Content Management includes features such as document capture, workflow automation, audit trails, advanced search, version control, permissions management, and native integration with ERP modules.
See the full list of Enterprise Content Management features here..
SaaS+ is TechnologyOne’s all-inclusive offering, specifically tailored for the industries we serve. With SaaS+, implementation, support, and upgrade costs are included, with TechnologyOne taking full ownership of the outcome of the solution experience, not just the software.
For more details, visit the SaaS+ information page .
ERP (Enterprise Resource Planning) software is a system that integrates and manages core business processes such as finance, human resources, supply chain, and customer relationship management into a single platform.
Enterprise Content Management (ECM) is a TechnologyOne product for securely storing, managing, and retrieving documents and records across an organisation.
Effective content management reduces reliance on paper, enhances data security, supports compliance and improves access to critical information for staff and customers.
Enterprise Content Management is suitable for any industry managing large volumes of records and documents, particularly local councils, government departments and education providers.
Enterprise Content Management helps organisations move away from paper-based processes by digitising records, automating workflows and making content easily accessible from any device, supporting a more agile and responsive organisation.
Enterprise Content Management can manage a wide range of content including policies, contracts, forms, correspondence, invoices, planning documents and customer submissions.
Enterprise Content Management ensures compliance through secure access controls, retention rules, version histories, and complete audit trails, helping meet regulatory and internal governance standards.
Yes. Enterprise Content Management can be fully integrated with TechnologyOne’s suite of products including Financials, HRP, Property & Rating and Student Management, providing content in context wherever it’s needed.
Yes, Enterprise Content Management is suitable for remote and hybrid work. Enterprise Content Management is a SaaS product and accessible on any device, making it easy for staff to search, share and collaborate on documents from any location.