SharePoint Online

SharePoint
Online

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Sharepoint Online

The gap between CRM systems and servers

SharePoint Online is a web based system that stores and manage documents in a cloud environment. It provides logical listing of folders and documents that are easily searched and managed.  Documents can be efficiently shared with colleagues, partners, and customers for collaboration, and the system maintains historical versions of all changes. Because SharePoint is web based, you can access your information from any location with a notebook, tablet or mobile phone.
SharePoint hosts a number of additional features including integration with other 365 apps such as Flow and PowerApps for forms. Using meta tags and e-discovery, it can correlate data collection and generate reports and implement compliance policies. SharePoint is not designed to be a fully functional Customer Relations Management system (CRM), though it comes close in some respects.  CRM systems are expensive and can be complex to learn and train staff. Many companies don’t require the power of CRM and the cost of propriety designed systems are not feasible. In this sense SharePoint bridges the gap between the the limitations of the conventional flat folder structure in a server environment, and the benefits of cloud flexibility.

Document Management

Easily store, share and track version history

The foundation of SharePoint is efficient document management and storage. Traditionally documents, images and other files are kept in folders on servers. This would typically end in mass arrays of folders and sub folders accumulating over years making it difficult to locate files and duplication. Collaboration usually meant sending copies back and forth via email, resulting in a trail of confusing versions.

To best summarise SharePoint we coin the phrase ‘The document stays put’ and never leaves it’s original location. It is shared from that location by sending links of the document to others from within the portal and maintains a timeline of changes with easily retrieved versions of that document available as it changes and grows over time. For example, if important information has been accidentally deleted from a spreadsheet, the historical versions can be traced and retrieved with a few clicks of the mouse.

Users can also configure alerts on a document library to receive a notification when changes are made. Documents can be checked out to prevent issues with multiple people editing the same file, though co-authoring (multiple users editing the same file simultaneously)

Security and Compliance
SharePoint documents are based on libraries, folder and contents (files). Users are organised into groups with permissions based on one what they can see, read and edit. If a folder and its contents are denied access to particular group or person, they cannot even see the folder in question. They can read a document but cannot change it, and users can be prevented from emptying the recycle bin. Version history displays information on who last edited the document.

Sharepoint Lists

Collection and reporting of data

A SharePoint list is a collection of data that you can share with team members and other site users. You’ll find SharePoint provides a number of ready-to-use lists and list templates to provide a good starting point for organizing list items.

Users can also configure alerts on a document library to receive a notification when changes are made. Documents can be checked out to prevent issues with multiple people editing the same file, though co-authoring (multiple users editing the same file simultaneously)

Security and Compliance
SharePoint documents are based on libraries, folder and contents (files). Users are organised into groups with permissions based on one what they can see, read and edit. If a folder and its contents are denied access to particular group or person, they cannot even see the folder in question. They can read a document but cannot change it, and users can be prevented from emptying the recycle bin. Version history displays information on who last edited the document.

SharePoint Apps

Office 365 apps and tools integrated with SharePoint

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