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SharePoint

What is SharePoint?

SharePoint is software it lives on your server and everybody utilizes it together over the network to culminate-users. It works rudimentally like a website with a scarcely an office like feel the Microsoft. It is a collaboration and communication platform. In SharePoint document is the main thing which can also be saved on cloud.

What We Can Do in SharePoint?

  • Company Intranet
  • Document Management System (DMS)
  • Team Collaboration
  • Information Rights Management (IRM)

Features of SharePoint

Metadata – When you set up metadata navigation in large lists and libraries, you make it easier for users to find content. Metadata navigation enables users to filter and find content in lists and libraries. They can also apply Key Filters to refine the list of items that display. For e.g.: a proposal document can have metadata or properties like – #PO No., Date, Client Name, Product etc.  Here the Metadata’s can be mandatory or optional.

Keyword – Both Office Professional Plus 2016 and Office 365 ProPlus deliver the same application experiences. Both include Word 2016, Excel 2016, PowerPoint 2016, OneNote 2016, Outlook 2016, Publisher 2016, and Access 2016. However, Office Professional Plus 2016 is a traditional Office installation that is tied to the computers it is installed on, and it is available through volume licensing only. A user-based service, Office 365 ProPlus is available as a subscription.

Move Old/Approved Files to Archive Library – Users add enterprise keywords to items on a SharePoint Document Library to use for tagging. Enterprise keywords can capture some of the knowledge of the people who use the content. For e.g.: user can add keyword like proposal, bills while uploading or creating a new bill or proposal. Later on, user can easily search the document based on keyword that the user has put. We can restrict or allow any keyword to tag a document.

Custom Document Template – If you want to specify additional settings or provide default content that appears in every new file, such as a preferred outline for a marketing campaign proposal or a bill that you need it very frequently, you can also add this information to the template. A common human error can be avoided very easily when a fully built template becomes available in a document library. You just need to click on new button and a new template comes up in your library.

Content Organizer Rule – After applying this rule, whenever a document is uploaded in the drop off library, the document will automatically get routed to other document library as per the location specified in the rule. It triggers its routing action when certain rule or condition are satisfied, mostly it is based on content type of a document. In day to day work, the user sometime forgets to upload or store the document at relevant location. So, content organizer rule lets the user store at the most relevant destination.

Map SharePoint to Local Drive – We can easily map our SharePoint online to our local drive so that it becomes easier to manage large number of files and folders. It can also be used to transfer large no. of files& folders from local to online. In case a tenant has multiple site collections we can use this feature to migrate data from one to another site collection.

Feedback Collection Workflow – You can use a SharePoint Collect Feedback workflow to route documents and other items stored in SharePoint to one or more people for their feedback. And with a SharePoint workflow handling your process for you, you’ve got more time for all the other things you need to get done.

Signature Collection Workflow – You can use a SharePoint Collect Signatures workflow to route documents created in Microsoft Word, Microsoft Excel to one or more people for their signatures. A Collect Signatures workflow automatically routes the document, assigns signature tasks, and tracks their progress.

Task Using Custom List – A SharePoint task list displays a tasks that are part of a project. A task is a discrete work item that a single person can be assigned. After you create a SharePoint project task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline.

Look Up Columns – You can create relationships between lists by using a combination of unique columns, lookup columns, and relationship enforcement (cascade and restrict delete), all of which enhance your ability to create more sophisticated business solutions and help preserve the integrity of your data. For eg: a client contact column can be used in relationship with PO custom list.

Alert Me – To stay updated when your SharePoint documents or items on your site change, you can create alerts. Alerts can be sent to your team via email or text messages (SMS), depending on how your administrator has set up the SharePoint online.