Microsoft Power Platform Developer Needed for GMP / Pharma Piping Documentation Automation

We are a Swiss SME working in pharma piping fabrication and installation. For GMP/pharma projects, we need to produce extensive documentation for each piping line, including material certificates, weld seam lists, welder/operator certificates, pressure tests, roughness reports, device certificates, and structured customer documentation packages. Currently, much of this work is done manually in Excel and PDF files. This is time-consuming and creates a high risk of mistakes in numbering, document assignment, PDF naming, and folder structure. We are looking for an experienced Microsoft Power Platform / SharePoint / Power Automate developer to help us build a practical low-code MVP. We do not want a large custom software project. We want a simple, maintainable Microsoft 365-based solution that our team can use without programming knowledge. Preferred Technology Stack The solution should preferably use: SharePoint Online Microsoft Lists / SharePoint Lists Power Apps Power Automate Word or Excel templates PDF generation PDF merge SharePoint document libraries Optional: SharePoint Document Sets Optional: Encodian, Plumsail, Adobe PDF Services, or Power Automate Desktop for PDF handling Exportable Power Platform Solution with environment variables Business Process to Automate The main input is a Master List per piping line. A piping isometric drawing, whether created by us or received from the customer, is manually transferred into the Master List part by part. Flange Pipe Elbow Pipe T-piece Elbow Pipe Elbow Pipe Flange Branch from T-piece: Pipe Flange Valve Flange Pipe Elbow Flange Each physical part must be entered individually, even if the same part appears multiple times. This Master List is the central source for generating the required documentation. Main MVP Functions 1. Master List Entry Build a Power App where users can: Customer Create/select a project Create/select a piping line Enter the piping components one by one Define branches, e.g. after a T-piece Mark special components, e.g. valves Capture part details such as: Part type Dimension Material Surface finish Line ID Position number Optional notes 2. Automatic Weld Seam List Generation From the Master List, the system should automatically generate a weld seam list. Basic logic: Between most components there is one weld seam. At a T-piece there may be two weld seams. At a valve there is no weld seam. For a pipe longer than 6 meters, there is an additional weld seam. The generated weld seam list must remain editable. The user should be able to show/hide the connected components between weld seams. The weld seam list should include fields such as: Line ID Weld number Previous component Next component Weld type, e.g. manual/orbital Welding process, e.g. 141/142 Welder/operator number Test status Remarks Photo/endoscopy reference Status whether required certificate is available or missing The weld seam list should later be generated as a PDF using a Word or Excel template, including revision, date, page X of Y, and approval fields. 3. WAZ / Material Certificate Assignment Each installed component needs a material certificate / WAZ assignment. Preferred workflow: When a user enters a component, the app asks for the related WAZ/material certificate. Example component: Elbow 3D DN25 Ø33.7x2 If the same component appears again later, the app should suggest already used matching WAZ records. The user can choose: Reuse existing WAZ Upload/register a new WAZ, for example if it is a different heat/charge/batch Important: Only components that are actually installed should receive WAZ documentation. The WAZ data should include, for example: WAZ number Certificate type, e.g. EN 10204 3.1 Supplier Heat number / charge number Job number Material Dimension Surface finish Original PDF file Related components / line 4. WAZ Cover Sheet + PDF Merge For each WAZ and later for other relevant documents, the system should automatically create a project-specific cover sheet. All informations should be extractet from the master list or are in the PDF template (Logo and such things) The cover sheet should include: Our company name and logo Customer name Project Object / plant Piping line / Line ID WAZ number for this specific piping line Component ID / position from the Master List Component description Dimension Material Surface finish / GMP-relevant information Heat / charge / batch number Certificate type, e.g. EN 10204 3.1 Creation date Revision Page reference or document ID Then Power Automate should merge: Generated cover sheet PDF + Original supplier WAZ PDF = Final customer-ready WAZ PDF for this piping line Generated cover sheet PDF + Original supplier WAZ PDF = Final customer-ready WAZ PDF for this piping line The original supplier PDF must remain unchanged. The generated cover sheet makes the document clearly traceable to the project, line, and installed component. 5. Welder / Operator Certificate Logic When the user enters a welder/operator number in the weld seam list, the system should check: Is a certificate available for this person? Is it linked to the correct process/type? Is it still valid? Is the certificate PDF stored? The list should visually show the status: Light green = certificate available / OK Light red = certificate missing or incomplete The same logic should be used as for WAZ documents: Weld seam + welder/operator number + process → required certificate → automatically included in the documentation package 6. Document Status Colors In the Power App or SharePoint List views, missing documentation should be immediately visible. Examples: Component has WAZ assigned → green Component has no WAZ assigned → red Weld seam has valid welder certificate → green Weld seam missing certificate → red Device certificate missing or expired → red, optional later 7. SharePoint Folder / Document Structure The system should create or use a structured SharePoint document library. Example: Project └── Line ├── 01 Master List ├── 02 Weld Seam List ├── 03 WAZ / Material Certificates ├── 04 Welder Certificates ├── 05 Pressure Test ├── 06 Surface Roughness ├── 07 Device Certificates └── 99 Customer Package In the first scope not all of this will be included! But 01 until 04 should be included. The final goal is to create a customer-ready documentation package as either: SharePoint link ZIP file Structured PDF/document package Required Deliverables The freelancer should deliver: 1. SharePoint / Microsoft Lists Data Model Including: List names Columns Data types Required fields Lookup fields Choice fields Relationships between lists Minimum lists expected: Projects Lines / Piping Lines Master Parts / Installed Components Welds / Weld Seam List WAZ / Material Certificates Personnel Personnel Certificates Devices / Test Equipment, optional later Generated Documents / Document Index 2. Power App A simple app for non-programmers to: Create/select projects Create/select piping lines Enter the Master List component by component Assign WAZ documents Reuse existing WAZ documents Generate/edit weld seam lists Enter welder/operator numbers See missing documentation with colors Start document generation 3. Power Automate Flows Flows for: Creating project/line folder structure Generating weld seam list from Master List Populating Word templates Creating PDFs Creating WAZ cover sheets Merging cover sheet + original PDF Collecting/linking welder certificates Creating a document index Optional ZIP export 4. Templates Create or prepare Word templates for: WAZ cover sheet Weld seam list Certificate list Optional document index Templates must support: Company logo Project data Line data Revision/date Page X of Y Clear print-friendly traceability 5. First Project / Proof of Concept (In a later step we can add more documents) The MVP should include a small sample project showing the full workflow: Enter Master List → Generate weld seams → Assign WAZ → Generate WAZ cover sheet → Merge with original PDF → Enter welder number → Check certificate status → Generate final documents 6. Exportable Solution The result should be delivered in a way that can be reused or moved. Expected: Power Platform Solution ZIP Environment variables for SharePoint site, libraries, lists, paths Documentation on how to import/configure the solution Short admin/user manual Required Experience Please only apply if you have experience with: SharePoint Online Microsoft Lists / SharePoint Lists Power Apps Canvas Apps Power Automate Cloud Flows Word template automation PDF generation and PDF merge Power Platform Solutions Environment variables Document libraries and document management Nice to have: GMP documentation Pharma / biotech / food industry documentation Quality documentation Manufacturing documentation Welding documentation Material certificates / EN 10204 Document Sets Encodian, Plumsail, Adobe PDF Services, or Power Automate Desktop Project Phases We want to work in phases. Phase 1 — Architecture and Small Proof of Concept Goal: Finalize data model Create SharePoint lists Build a small proof of concept Test PDF generation and PDF merge Confirm technical approach Deliverable: Working prototype with sample data Documented architecture Clear estimate for Phase 2 Phase 2 — Master List and Weld Seam MVP Goal: Power App for Master List entry Automatic weld seam generation Editable weld seam list Status colors First PDF output Phase 3 — WAZ Assignment and Cover Sheet Automation Goal: WAZ assignment per component Reuse suggestion for existing WAZ Upload/register new WAZ Generate WAZ cover sheet Merge cover sheet with original WAZ PDF Phase 4 — Certificates and Customer Package Goal: Welder/operator certificate logic Missing certificate status Certificate list Document index Optional ZIP/customer package generation Application Questions Please answer these questions in your application: Have you built Power Apps based on SharePoint Lists before? Have you built Power Automate flows that generate Word/PDF documents? Have you merged PDFs automatically in Power Automate? Which tool did you use? Can you package apps and flows as a Power Platform Solution? Can you use environment variables for SharePoint sites, lists, and paths? Have you worked with document control, quality documentation, GMP, manufacturing, or certificates? What PDF merge approach would you recommend for this project? How would you structure the SharePoint lists for this use case? Can you work in phases, starting with a small MVP? Please provide examples of similar Power Platform projects. Important Note We are not looking for a complex custom-coded software system. We need a practical Microsoft 365 / Power Platform solution that is easy to maintain, easy to understand, and usable by a small company without internal programmers. The main goals are: Reduce manual work Avoid documentation errors Improve traceability Generate customer-ready GMP documentation faster Keep everything printable and audit-friendly Once we setup the gig, we will provide detailed example documents we create currently manually.